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1. 2 02 2 eee ee eee eee eee eee LLALL LLALL LaL Laaa Laaa 21 4 6 Preview and Import _ 2 22 c eee e eee cece eee ec eee cece cece ee ceseeeeeceeeeeeeseeseeees 24 4 7 Update customers _ 22 22 occ cece cece ee eee eee e cece cence seen cee eeeseeseeeseeseeseeees 25 5 Schedule 2222o aaao aaa eee eee 27 5 1 Firstuse cece desis bee wale L LLL LLL LLL 27 5 2 Schedule calculation _ 0 0 22 colette eee 28 5 3 Display 02 0 2 e elec cece eee eee eee cece eee eee eee eeeeeeeeeeee 29 Be OA eres ec eres pens tees ote cane ak oka Ss Seas eeeeine eese eeu E 31 59 Update ooo es eee et ose bene dese een eu enema new E EA ena aeee 32 5 6 Editschedule _ 0 20 0 loll eee ce eee eee 33 5 7 Scheduling parameters _ 2 0 o eee eee ee eee ee eee eee eee eeeeeeeee 36 5 8 Warnings 2 2 2 cece cece ccc cece ccc eee eee ee eee cence eee cece eee eeeeeeeeeeeeeerereeees 39 5 9 Context menu for schedule aLL LLL LLL LLL LLL 41 6 Customers ___ _ 0 22 lei eee cece ences 43 6 1 Quick search o aooaa aa bb bb bbb eee bec e eee eee 43 6 2 Extended Search oo oaaao aoaaa aaao eee cee e eee 45 6 3 Saved Searches 2 1 0 bbb nbn bbb bbb bb bb bebe bee eens 46 6 4 Alphabetical Index _ 2 22 eee e cece cece e cece cece cece e ce eee eens ee neeeeeeeeeeneenees 50 6 5 Columns in customer lists 0 0 00 0 ooo cece eee bebe ec e eee eens 51 6 6 Icons in customer listS 2 0 2 2 o
2. 2013 impactit GmbH 43 K t SCHEDULE CUSTOMERS APPOINTMENTS Q B amp B Search ABC New customer andre ey 403 EXTENDED 4 SAVED 3 of 260 customers DN ordered by Last activity a Last week 6 23 2013 6 29 2013 Reyes Andrea 6 23 2013 San Jose 95148 3122 8 of 90 days June 2013 until 6 22 2013 Wood Andrea 6 17 2013 Cupertino 95014 0203 46 of 30 days April 2013 Ross Andrea l 4 22 2013 Santa Rosa 95403 1815 116 of 60 days search for andre in all fields Below the search bar the number of hits and total number of customers as well as the current sorting is shown By clicking the map icon to the right all customers found are displayed on the customer map see section Customer Map on page 55 lf the search produces no or not the desired results it can be repeated using the search for in all fields function Thereby all customer fields are examined 0 of 260 customers DN ordered by Last activity Map search for saratoga in all fields If your search returns more than 25 customers then only the first 25 customers will be displayed ini tially Click Show all 260 to display all customers 2013 impactit GmbH 44 Gomez Kenneth 6 20 2013 Point Reyes Station 94956 16 of 60 days Martin Jonathan 6 20 2013 San Rafael 94905 16 of 60 days Show all 260 6 2 Extended Search Extended Search enables more advanced settings for searching and sorting Click the
3. Business and private appointments Important phone calls atour calendar fixed customer appoint ments business appointments personal errands during the day and important Field rep data Home location Current location Working hours and breaks Overnight stay preferences phone calls You decide how to work When does Maps Street address precision Continually updated Distance matrix Fastest driving distance between all customers your working day start Where do you start When do you take breaks How long do you work Do you consider an overnight stay on the way and where are your favorite hotels planning with one click up to 28 days in advance Using digital maps at house number Personalization Dismiss suggested calls Add own calls Modify planning parameters taining the fastest routes between all Reschedule when plans change customers detail which are updated regularly port atour calculates a distance matrix con At the push of a button portatour calculates within a few seconds an optimized route for up to 4 weeks in advance from millions of possible solutions using an intelligent algorithm portatour takes care of automatically selecting customers that are to be visited according to call interval while optim izing the route at the same time Appointments from your calendar and customers that you definitely want to visit are of highest prio
4. You have following options besides the default setting No reservation RESERVATION x NO RESERVATION L EXCLUDE FROM SCHEDULE e keep in schedule This customer will be kept in an updated schedule however in terms of optimization portatour may select any time and day within the schedule Customers that are kept in the schedule through Include in schedule are automatically highlighted as keep in schedule so that they are not excluded from a subsequent schedule update e fixed date If you set a customer on fixed date portatour keeps this customer on the same day during subsequent schedule updates Use this option if you intend to call the customer on exactly this day for example if you already agreed with the customer on the day 2013 impactit GmbH 34 e fixed time and date In addition to fixing the date the exact time of the call can be set using fixed time and date Note by fixing the time flexibility in schedules is noticeably reduced and route optimization is limited for example when unforeseen postponements occur throughout the working day e Exclude from schedule This customer will be excluded from schedules until this reservation is cleared again Use this option if you do not want to call a customer despite it being due for a call according to the call interval Click Update Schedule after setting Exclude from schedule After updating the schedule the customer will be moved to the reservation list see sec
5. 5 00 PM Wednesday 2 00 AM 5 00 AM 9 00 AM 1 00 PM P Thursday 9 00 AM 5 00 PM Friday 9 00 AM 6 00 PM Saturday Preferred business hours are highlighted with a P To edit right click the edit icon oO Following page will open 2013 impactit GmbH 73 BUSINESS HOURS for Brown Ryan USE DEFAULT o CUSTOM OPENING HOURS Sunday Monday 09 OO AM 05 00 PM Tuesday 09 3 OO AM 05 34 OO PM Wednesday 02 OO AM 05 00 AM 09 OO AM 01 00 PM Thursday 09 3 00 AM 05 k 00 PM Friday 09 OO AM 06 00 PM Saturday Preferred openings SAVE There are two business hour intervals for each day of the week To enter a time select hours from the first drop down menu and minutes from the second drop down menu For rapid deletion of a call inter val select the top entry empty in the hour drop down menu Press Save to save your changes which will be included immediately upon the next schedule update Customers without business hours cannot be scheduled automatically by portatour To reset the business hours of this customer to the default business hours set in Options see section Business Hours of customers on page 93 click Use default 2013 impactit GmbH 74 8 13 1 Hints on handling business hours portatour scheduling cares that the start of the call is within the business hours provided Calls can last longer than
6. Write down your user name You will need this for future access to portatour on your devices Now enter a Password of your choice Upper lower case will be ignored The characters entered are hidden By activating Remember me the browser remembers your login and you will automatically have access the next time you access portatour Anywhere Read the License terms and confirm your agreement by activating the box to the left of the license con ditions Click Login You will get to the homepage of portatour Anywhere In the next section you will find how to access portatour in the future 2013 impactit GmbH 11 2 3 User login in portatour Anywhere The access link you received on your device via email or SMS leads you to https my portatour net a and optionally contains your user name at the end Click this link or enter it into the web browser You get to the login page Enter your User name and your Password Upper lower case will be ignored The characters entered are hidden LOGIN User ababab99 Password Remember me LOGIN Forgot your password Hint We recommend to add this page to your favorites bookmarks in your web browser or to create an icon on your home screen in order to enable faster access of portatour Anywhere in the future If you keep Remember me activated you will automatically be forwarded to the homepage the next time you access portatour Anywhere until you quit the program
7. Clark Jesse 94934 Hamilton Afb SUCCESSFULLY GEOCODED 2435 customers 3 appointments Customers or appointments should be edited immediately as they cannot be scheduled by port atour without geocoding In such cases the navigation menu and Geocoding menu item will be dis played in red Inaccurate geo positions are not critical The quality of calculated schedules may only be affected in case of major deviations of the geo location for example if the street name of a customer in a major city is missing To to the review click on the relevant row An input form is opened with the address portatour used for geo coding and displaying the customer on the map Error or warning messages are shown in red 2013 impactit GmbH 100 MASTER DATA x Name GPS Zoom Zoom Carter Aaron 7 k Hermosa Aye T Street 2 Lomita Ave 99999 Alcazar Ave aul vatentiul z City z Hi San E Ave 5 eons Alcea ir Ave 4 pee Dolores Ave CA as r McClellan Rd Meclellan ZIP Re nat 95014 4055 a Country FF LL s USA Position found Note House number was not found ADDRESS FOUND 21783 21999 Alcazar Ave USA 95014 Cupertino Instructions on the messages and how to resolve warnings can be found in the section Geo coding below If you do not know the exact address or if the geo location accuracy is sufficient for sales route plan ning click Save on the bottom of the page 13 1 Geo coding Geo coding takes
8. Reservation list on page 36 Possible causes are e You have included too many customers in the schedule Therefore it is not possible to call all these customers within the days scheduled 1 to 28 days Still portatour has scheduled as many customers as possible and left the rest in to Reservations ribbon Solution Limit reser vations to key customers extend the scheduling period or extend your working hours e The customer that has not been scheduled has no or very limited business hours which are either outside of your working hours or in conflict with the limited business hours or a different customer or appointment Solution Extend your working hours the business hours of the cus tomer or enter an appointment with this customer manually e Thenon scheduled customer is located far away from your home location so that it cannot be reached within the working hours Solution Check the call address of the customer extend your working hours enter an appointment with this customer manually or enable the option overnight stay on the way in portatour options e The customer has no address information or the address could not be geo coded Open the detail view of the customer and edit or geo code the address see section Edit address on page 59 5 8 2 Appointments cannot be scheduled This warning appears when you have entered appointments but portatour could not accommodate them in the schedule Possible causes are
9. Williams Derek 94971 Tomales SUCCESSFULLY GEOQCODED 243 customers 5 appointments Edit these addresses to resolve the error see section Edit address on page 59 2013 impactit GmbH 105 14 Reminders portatour includes all customers with the call scheduling parameter Automatically in automatic sales route planning Customers with the setting Manually need a manual reservation or the call needs to be entered manually to be included in the schedule To help you remember these clients portatour automatically reminds you to schedule a call if they are due or overdue according to the call interval within the business hours of the respective customers When reminders are present the navigation menu is shown in red and you can see the amount of calls to be scheduled in the navigation menu ic 5 APPOINTMENTS TO ARRANGE MY PLACES GEOCODING LOGOUT The detail view of these reminders is displayed by clicking the menu item 5 Appointments To Arrange 2013 impactit GmbH 106 SCHEDULE APPOINTMENT x postpone Anderson Kathryn 94553 Martinez v Open 07 00 19 00 Clark Allison 94521 3799 Concord Ba v Open 07 00 19 00 Ortiz Melissa 94533 Fairfield m v Open 07 00 19 00 P rez Tracy 94303 Palo Alto m v Open 07 00 19 00 Murphy Corey 95405 6934 Santa Rosa E v Open 0 00 19 00 By clicking on one row a detail view of a customer is opened where you can create a reservation to
10. business hours Thus it can be helpful to enter time slots shorter than the configured call duration If for example you can only have a customer call when you are on site at 9 o clock enter 08 55 09 00 as business hours despite the call duration being one hour Business hours have no effect on manually created customer calls l e ifthe call is outside of business hours the call will still be scheduled by portatour at the given time 8 13 2 Preferred calling times If you prefer visiting the customer on certain days or at certain times click on Preferred openings A checkbox appears next to the business hours area mark the preferred times with it Friday 09 i OO AM 01 OO PM 02 3 OO PM 04 00 AM Saturday Check mark shows preferred openings SAVE Preferred openings cause portatour to preferably schedule the customer within this time frame Beware that under certain circumstances this may cause slightly longer travel times In case the detour is too long or the customer is not available within the preferred business hours due to conflicting appointments portatour will fall back to the non preferred business hours In terms of travel optimization we recommend to deal economically with the preferred call timestamps and use them only for important reasons If you want to use preferred business hours for a customer then you better highlight several time frames rather than just one 8 14 Create c
11. calendar e g in your home location for the whole work period e g 7 19 o clock or as All day Event The appointment may also extend over several days 16 1 12 How can accelerate the calculation of schedules e Ensure a fast internet connection 1 Mbit s or more is recommended e Reduce the number of customers Add only those customers to portatour that you really intend to call e Check on the customer map see section Customer Map on page 55 whether you have mis takenly enabled distant customers e g in other countries e Do not unnecessarily calculate many days in advance Recommended are 7 days e Set realistic values for customer call duration e If you intend to visit only customers included with a reservation or explicitly created appoint ments adjust the planning mode of the Scheduling Parameters accordingly Consequently portatour no longer tries to accommodate additional customers in the schedule 16 1 13 How can schedule a period above 28 days Schedule the desired period in 4 week steps l e you schedule the first 4 weeks and transfer the sug gestions to appointments in your calendar To this by setting the Fixed Date and time of each call in the schedule and then clicking the button Turn reservations to appointments Then set Monday of the 5th week as the departure time in the planning parameters and perform another calculation Repeat this process several times if necessary Bear in mind that duri
12. cece cece cece cece cece cee ceceeeeseeseeseees 113 16 1 Questions about scheduling 02 2 lice ccc cece cee c ec ee cece ec cecceceeceeceseecees 113 16 2 Questions on the software and using it 2 2 22 2 eee eee eee eee eee eee eee anaana 115 17 Legal information __ 0 202 22 cece cece cece cece ee eee eee eee eee e sees eeeeeeeeeeees 117 17 1 Copyrights gence dctedecceenecticdnneecdeupes coped etevecudGuaduneeoupiedacdanoimesheceenauwesdes amin 117 2013 impactit GmbH 7 1 What is portatour Anywhere portatour is your personal route planner software trusted by sales reps field sales force con sultants and service team members portatour schedules calls to A B and C priority customers in the right frequency while also optimizing the driving route portatour is available on any device with a web browser On a Desktop PC in the Home Office as well as on the way on a notebook tablet and smartphone The data is automatically synchronized How does portatour work To create an optimized sales route portatour uses following input Customer data Each customer is dif ferent business hours call frequency E EEE Geocoded address Planned call frequency Last call date Business hours Expected call duration and the estimated call duration will be considered individually by portatour Appointments entered into the port Appointments Customer appointments
13. displayed The actual fields will dif fer from the following example 2013 impactit GmbH 68 INFORMATION vi Customer n 211 Phone 555 4669747 Email thomas example com URL www example com Note Talk about discounts Employees 15 A click on a phone number is enough to establish a telephone connection without any further input A click on an email address creates a new email a click on a website opens the browser To edit the fields click the edit icon rA and select the field that is to edit A separate editing window will open for Turner Thomas 555 46609747 SAVE Edit the value and click Apply to save the change 8 11 Last Report The Last report section contains call reports and manually created Log entries from the past On the customer detail page the Last Report is displayed with date subject duration and note LAST REPORT F Date Mon 07 01 2013 09 46AM Subject Call 20 min Note Ordered Show all New report To list more historical activities click Show all The most recent entry is shown at the top 2013 impactit GmbH 69 K t SCHEDULE CUSTOMERS APPOINTMENTS All reports for Turner Thomas FRI 06 26 2013 03 30 PM Phone 25 min Asked if sample was satisfying OK confirmed meeting next week WED 04 24 2013 02 00 PM Call 20 min Gave sample MON 02 11 2013 10 20 AM Call 16 min Gave new catalogue The list displays entries not older t
14. include the customer in the schedule or create an appointment Once you have done this the reminder disappears automatically If due to certain circumstances you do not want to call a customer despite being due according to call interval you can temporarily disable reminders You can select the earliest point in time when you would like to be reminded next from the drop down menu next to the customer You have the choice between in 15 min in 1 hour tomorrow in 1 week in 1 month The settings will be stored auto matically after you leave this page 2013 impactit GmbH 107 15 portatour Report The portatour Report features a table of past calls an evaluation of your call reports as well as stat istical indicators showing relevant facts about your sales territory 15 1 Request report You can email the report to yourself anytime via Navigation menu gt Options gt Request Report see section Request report on page 96 15 2 Contents of the report The portatour Server considers your customers for the report as well as your call settings and repor ted calls Please note that only calls where call reports have been entered can be included see section Enter call report on page 65 If you want a report without exact times or do not want the schedule to be included change the port atour user settings see section Reporting on page 93 The portatour report offers the following content 15 2 1 Sc
15. j 32 AM DELETE SAVE CANCEL In popup windows to edit data you have following options to navigate e Save stores your changes and closes the window e Cancel the X icon in the title bar the Back Button in the web browser and the ESC key on the keyboard close the window without saving the changes made INFORMATION Xx CATEGORIES CUSTOMER NR EMPLOYEES There are following navigation options in popup windows with menus 2013 impactit GmbH 16 e By selecting a menu item the popup window is closed and the function selected is performed e The X icon in the title bar the Back Button in the web browser the ESC key on the keyboard or clicking besides the window in the dark background close the window without selecting a menu item 2013 impactit GmbH 17 4 Import customers As an alternative to manually creating individual customer records see section Create customers on page 53 portatour enables you to mass import customer data from Excel OpenOffice and text doc uments Simply open Customers in the main menu and click on Import K f t 4 SCHEDULE CUSTOMERS APPOINTMENTS QO f Search ABC New customer Ley 03 EXTENDED 4 SAVED no customers present w Oo Import Export The import is done step by step With the buttons Next or Back at the bottom you can jump to the next or previous step Your input will be preserved Hint If you stop your activity inthe browser for a few minut
16. least 3G internet connection 2013 impactit GmbH 62 lt lt D CUSTOMERS Turner Thomas 95070 Saratoga The current customer is represented by a blue marker The colors of surrounding customers indicate their call urgency red overdue yellow due now green not due gray no call interval You can move the map by moving your finger on the touch screen or dragging the mouse You can Zoom towards a spot on the map by double clicking it Alternatively you can use the two zoom buttons on the top left of the map The footer displays the currently selected customer which is also highlighted in dark blue on the map With the arrow keys lt and gt you can switch to the customers that are closer or further away according to beelines depicted as light blue line on the map A click on the customer name in the footer or a click on the customer marker opens an info bubble of this customer If you click on the customer name a detail view of the customer appears With the back function in your browser or the lt lt lt button in the navigation bar you return to the list of surrounding customers 8 6 Last Call In this section you find the date and time of the last customer call The current call urgency will be dis played through exclamation points 2013 impactit GmbH 63 LAST CALL F Sun 04 28 2013 13 44PM b Called now i Missed Click on Called Now to log a call Through this the current
17. more information on the map see section Customer Map on page 55 5 5 Update With Update schedule you tell portatour Anywhere to recalculate the schedule This function is typ ically used when you have manually added a customer reservation see section Edit schedule on the next page or the proposed schedule does not hold in course of the day e g customer missed now traffic problems overdrawn call duration The calculation is influenced as already described in Schedule calculation on page 28 The update takes depending on the amount of customers scheduling duration and current server 2013 impactit GmbH 32 load between 3 seconds and 2 minutes Tips for speeding up the process can be found in How can accelerate the calculation of schedules on page 115 Meanwhile you can see an animation with the progress message UPDATE SCHEDULE Calculation in progress When the update is completed you will automatically return to the schedule Errors and warnings in course of the update will be displayed on a separate page see section Warnings on page 39 5 6 Edit schedule You have the option to manually adapt the portatour schedules by e Including customers into the schedule e keep or fix suggested calls within the schedule or e Excluding customers from the schedule 5 6 1 Include customer in schedule If you absolutely want to call a customer in the next couple of days but have not agreed on a s
18. place in portatour Anywhere e when creating or editing customer addresses e when creating or editing appointment addresses e when manually entering a start location for the route e when setting your home location in Options The process of geo coding is identical in all cases 2013 impactit GmbH 101 Enter the desired address into the Street City ZIP State and Country fields on the form Even if port atour already accepts an address by merely ZIP or City it is recommended to enter the address as accurately as possible in order to enable accurate geo coding and thus optimal sales route planning The country field is only mandatory when setting your home location Elsewhere this field can be left blank if the address is in your home country Street 21794 Alcazar Ave City Santa Clara State CA ZIP 95014 Country USA GEOCODE Geo coding is launched with Geocode The message Position found indicates successful geo coding and the blue flag on the map indicates the found location MASTER DATA x Name 7 GPS Zoom Zoom sal ssi Almaden Ave z T Street F San Fernando Ave aj 1840 McClellan Rd Hien arab P City oe Union F i ITY ma i Cupertino Metlellawa Rd Meclellan Ki State Park Villa Ci CA 4 ZIP ake 935014 Hyannisport Dr Country sii USA Position found SAVE 2013 impactit GmbH 102 Accept the address including the position on the map with Save Under certain circu
19. the value in the source file minutes seconds hours Holiday from Holiday from until on page 73 Holiday until Geo location Edit address on page 59 In course of the import process the Geo location of a customer will be determ ined automatically by portatour based on the address geo coding There fore this field does not have to be specified By assigning the geo location fields automatic geo coding is deactivated In this case your source file should have accurate and updated geographic latitude and longitude coordinates Include in My My Places on page 84 Places Preferred Accom Preferred Accommodation on page 85 modation Call Note Edit call note on page 68 Portatour ID This ID can be used to create a clear assignment between imported rows and existing customers For the fields Call interval and Call duration you can set how to interpret the assigned values from the source file in an additional selection box Call interval Interval Call Interval 30 days Call duration ba Holiday from Minutes l y Seconds Holiday until i Hours wi A warning message appears if faulty data is found Call interwal i Interval Code The value could not be interpreted as time span in days Call duration B Minutes Ww 2013 impactit GmbH 23 4 5 4 Business hours On this page you can import the individual business hours of customers The indication of business hours is opt
20. to include customers for scheduling 2013 impactit GmbH 72 Ifthe administrator of your host system provides automatically calculated call intervals e g accord ing to the sales performance of customers switch to calculated to use them 8 12 3 Call duration Here you can select the estimated duration of a call at this customer Use Custom input analogous to callinterval The value must be between 10 and 480 minutes Besides the duration of the customer dia logue call duration should also include the duration of finding a parking space call preparation walking distance from the car to the customer any registration and deregistration formalities and delays 8 12 4 Holiday from until Here you can enter the next vacation period of the customer Despite any configured call urgency portatour does not schedule any calls during this period You can either use the drop down menu to select a date in the next 30 days or select from a scrollable calendar view through the Calendar link where you can select a date which lies further ahead in the future To delete the vacation select the top entry empty from each of the two drop down menus Press Save to save your changes which will be included immediately upon the next schedule cal culation 8 13 Business hours Customer Business Hours are the times of the day when you can visit the customer for a call BUSINESS HOURS F Sunday Monday 9 00 AM 5 00 PM Tuesday 9 00 AM
21. with the Logout option Hint In this case think about protecting your mobile device from unauthorized access by configuring a security PIN to unlock your mobile Change your password in case of loss or theft of your device You get to the homepage by clicking Login 2 4 General instructions lt A t SCHEDULE CUSTOMERS APPOINTMENTS 03 l ay Scheduling parameters Reservations 0 Update schedule no schedule present The navigation in portatour Anywhere is analogous to other web applications e You will find a navigation bar featuring a menu on the top of each page More on this in the fol lowing chapter 2013 impactit GmbH 12 e Asis typical for website navigation you also get to the previous page in portatour Anywhere by clicking the Back button e Program functions are displayed as blue links blue icons or buttons to click on e Most program function requests load a new page through the internet connection e Loading is displayed on the bottom of the screen and depending on the connection speed takes between milliseconds broadband connection half a second fast 3G speed and five seconds slow GPRS speed 2013 impactit GmbH 13 3 Menu structure 3 1 Main Menu Navigation in portatour Anywhere is done via the navigation bar at the top of the window and the navigation menu displayed to the right Navigation bar and menu lead to following program functions e Schedule e Custom
22. 12 00 PM End 01 00 PM Duration 30 gt minutes SAVE In the first drop down menu you can decide if you want to automatically schedule a daily work break Schedule With Begin and End you can set the time frame for the work break i e earliest start and latest end With the drop down menu Duration you can set the duration in minutes The time frame has to be at least as long as the duration A longer time frame provides portatour with some leeway for optimized scheduling which is especially needed when customer business hours are limited or call durations take long If the work break should be scheduled exactly despite offering less optimization set the duration to the length of the time frame The time settings will be ignored if you select Don t schedule from the first drop down menu Press Save to save the new setting Organization default resets work break settings to the default val ues in your organization 2013 impactit GmbH 88 11 3 Overnight stay on the way OVERNIGHT STAY ON THE WAY x ORGANIZATION DEFAULT CUSTOM SETTINGS ALLOW ON Lisun LJMon Tue L JWed CJThu CIFri Sat MINIMUM DISTANCE 75 miles or 120 minutes to home ACCOMMODATIONS when reachable within 45 minutes SAVE In case you have a wider sales territory you can save cost and time if you decide not to return home at some days and stay overnight during the sales route In overnight stay on the way you set custom se
23. 5 To open a location click on the respective line The detail view is displayed ana logous to the customer This view enables you to create an appointment at this location or to note this location for the sales route for example You can classify the address as location or customer with the edit icon inin the My Places section of the detail view using the function Remove From My Places or Add To My Places MY PLACES x REMOVE FROM MY PLACES REMOVE FROM ACCOMMODATIONS 2013 impactit GmbH 84 10 1 Preferred Accommodation If you enable the option overnight stay on the way in portatour see section Overnight stay on the way on page 89 a location or customer that is marked as preferred accommodation will be sched uled as preferred location for overnight stay at the end of the workday Therefore include your favorite hotels or hotels with special rates as accommodation for overnight stays The number of preferred accommodations is limited to 50 Therefore only add accom modations that are actually in your sales territory Hint If you only set Mark as accommodation and not add to My Places then this address is included as customer where you simply enjoy staying over 2013 impactit GmbH 85 11 Options In options you can adapt portatour to your personal needs and requirements Click Options in the navigation menu to get to following menu lt 4 D SCHEDULE CUSTOMERS APPOINTMENTS W
24. B data volume or more Deactivate internet proxy on mobile phones If you have purchased your smartphone or tablet directly from the network operator the proxy server of the network operator might be registered in your internet connection settings through which your internet data traffic runs Under certain circumstances this proxy server is interfering with the use of portatour Anywhere e g error pages from portatour could be replaced by pages of the network operator We recommend to deactivate the proxy server Please refer to the manual of your device if necessary 2013 impactit GmbH 10 2 First Use 2 1 Your Access Link Either your administrator has created your access for you or you have registered yourself on www portatour com anywhere Upon creation of your account you will receive an email with your per sonal portatour access link This access link has following structure https my portatour net a ababab42 2 2 Set password Open the access link by clicking or manually entering the address in the web browser portatour shows following input form WELCOME SUSANNE MUSTERMANN You are logging in to portatour for the first time Your user name has been generated automatically and is exice9 Write it down Please choose a password you will use besides the user name to access portatour on all your devices Password Confirm password Remember me L Lizenzbedingungen akzeptieren
25. By clicking on the row of a customer or an appointment a page with a detailed view of the customer or the appointment is opened Customers suggested for calls can be dis tinguished from pre arranged appointments through the icon on the left of the row You can either determine the default call duration in portatour options see section Scheduling parameters of customers on page 91 or individually for each customer see section Call duration on page 73 If a customer has already been called on that day he she will be check marked For cus tomers with limited business hours the business hours ofthe current day will be shown below the cus 2013 impactit GmbH 29 tomer name This way you know the leeway you have for this customer call Where applicable the call note you made will be displayed with an arrow see section Next call on page 66 In the gray lines between the customer calls The required drives trips are displayed with duration distance and destination e One and two column mode The destination is entered with postcode and location e Three column mode The street of the destination is also shown Where appropriate the lunch break see section Work break settings on page 87 or customer wait ing times are indicated Appointments without fixed location e g phone calls see section Edit appointment on page 79 will be scheduled on the way between two customer calls and are displayed as inden
26. Click the desired function 6 9 Create customers Below the navigation bar next to the sub menu Search and ABC you will find the function New cus tomer which enables you to create a new customer see Create customers on page 75 2013 impactit GmbH 53 6 10 Export customers You will find the Export button below the customer list which enables you to export all customers This triggers downloading an export file w O Import Export This way you can import or mass edit your customer data in another program In case you import mass edited data portatour includes a second worksheet in exported Excel and Open Document file where the field assignments are stored After mass editing you import this file in order to update your customer data see section Update customers on page 25 The Portatour ID column serves as unique key for re importing Therefore do not delete or edit this column 2013 impactit GmbH 54 7 Customer Map Clicking Map on the customer list you get to the map view that displays your customers and the cur rent schedule If you use portatour Anywhere on the road note that this dynamic map view requires a powerful smartphone with large touchscreen and at least 3G internet connection lt q D ia CUSTOMERS APPOINTMENTS r i n s Hy F k a 5 LJ n W Johnson Jesse Last call 4 12 2013 80 daysago racy gt Due 133 of the 60
27. D SEARCHES x SAN JOSE SORTED BY URGENCY T SAVE SEARCH To delete a saved search click in My Saved Searches on the recycle bin icon to the right of the search that is to be deleted If you want to change your own saved search load the search first Remember the name of this search e g All Glengarry Leads by call urgency First make your desired changes in Extended Search then go to Saved Mine Save Search Enter the name of the search that is to be updated e g All Glen garry Leads by call urgency 6 4 Alphabetical Index Customers can be found quickly by paging through the alphabetical index First click ABC in the cus tomers menu and then on the first letter of the customer name A list is shown with all customer names starting with that letter The list is sorted in alphabetical order 2013 impactit GmbH 50 K C SCHEDULE CUSTOMERS APPOINTMENTS amp Search ABC New customer a s RoE fF GHjJKLMNOPRSE TW Y 25 of 260 customers DN ordered by Name p Campbell Brett l 4 16 2013 San Jose 95127 1612 54 of 90 days Car Repair m new customer Alameda 94609 First call due Carter Aaron m 7 18 2012 update email and telephone contacts Cupertino 95014 4055 No call interval 6 5 Columns in customer lists Depending on screen or window width the customer list is displayed in two three or four columns The first two columns are always visible e Column 1shows the customer name includin
28. E ADDRESS P Turner Thomas Date Mon 07 01 2013 19600 Via Escuela Start time Flexible on the day Saratoga CA 95070 R Fig Duration 20min linked customer Took place Hk F Show map Navigation INFORMATION ge Note Offer bulk sales DELETE contract The subject often the name of the customer and appointment address can be found at the begin ning of the page The appointment address can be visualized by clicking on Show map and forwarded to the navigation program by clicking on Navigation similar to the customer detail page see section Map on page 60 and Navigation on page 61 If the appointment is assigned to a customer the customer detail page is opened by clicking on the linked customer link 9 3 Appointment took place Select dates as Took place after having completed the appointment Through this portatour no longer needs to consider this appointment in future updates which is particularly important if you have provided this appointment with much leeway This is not necessary if appointments as is usu ally the case are fixed by a narrow leeway because portatour ignores appointments that happened in the past If you click Took place the appointment will be logged as completed with the current time and day It will be check marked on the appointment list as well as in the schedule If this appointment is assigned to a customer the date of the last customer call will be updated Optionally
29. Extended button in the search bar EXTENDED SEARCH x CUSTOM FILTER Name v Starts with v t EJ PREDEFINED FILTERS Urgency any Last Call any Call Note any v Schedule any v Call interval any w One Time Call Interval any v Call duration any v Business hours any v Upcoming Holiday any v SORT Name ascending v APPLY i CANCEL In Custom Filter you can specify which keywords right input box to look for in which data field left drop down menu while the input box in the middle indicates how the keyword should be matched 2013 impactit GmbH 45 e starts with The data has to begin with your search keyword e equals The data has to exactly match your search keyword e contains all The data has to contain all your keywords The search function is not case sensitive With the button a custom filter is added with the button the bottom filter is removed Predefined Filters are used to search for data fields that contain values and no text The default value is any and means that no filter is applied to a corresponding data field Change the values of the fields to data you want to look for All custom and pre set filters are used for search Only customers that meet all filter criteria are returned in the results In the Sort section you can specify which data field to sort after either ascending or descending Start the search by clicking Apply The advanced search window will be closed and the cus
30. Fairfield CA 94533 1966 USA 13 yes 6 6 2013 Mitchell Joseph 255 West Beamer Street Woodland CA 95695 USA 15 yes 5 15 2013 Collins Douglas 250 Buckeye Street Woodland CA 95695 USA 17 yes 5 16 2013 Walker Chad 5340 Skylane Boulevard Santa Rosa CA 95403 8246 USA 18 yes 5 25 2013 Miller Derek 222 Glacier Drive Martinez CA 94553 USA 20 yes 2 27 2013 Scott Jose Po Box 625 Winters CA 95694 USA 22 no 6 6 2013 Howard Roger 285 W Beamer Street Woodland CA 95695 USA 23 yes 6 4 2013 Martinez Kenneth Rt 1 Box 178 Esparato CA 95627 USA 24 ves 6 8 2013 gt Values recognized by portatour as faulty are shown in red and the reason for the error is displayed Click Only erroneous records to filter the preview by faulty records Hint We recommend to correct errors by editing the field assignments or by editing the source file to fix it before importing A subsequent revision of mistakenly imported customers would be too time consuming in most cases 4 6 1 Import Launch the import process with the Import button In course of this process the imported customers will be located on the map by portatour geo cod ing Depending on the number of customers that are to be imported this process may take up to a minute to complete Upon completion you will receive a summary that may show errors and warnings see section Resolve import errors on the next page Hint The import settings are saved automatically for future use You
31. MENTS Q Search ABC New customer E 125 of 260 customers DN ordered by Urgency class Map overque Baker Timothy II 3 21 2013 Saratoga 95070 170 of 60 days Butler Maria II 3 7 2013 Call Gave sample Oakland 94601 2205 128 of 90 days Carter Sandra I 5 12 2013 Richmond 94804 166 of 30 days Garcia Bobby I 3 1 2013 Hayward 94541 135 of 90 days The call urgency of a customer can be identified by the call sign displayed throughout all customer lists means due now means overdue portatour prioritizes customers in the schedule according to their urgency 6 3 3 New customers portatour classifies customers without set call date as New customers You receive a list of all new cus tomers by clicking on the saved search New customers The list is sorted alphabetically 2013 impactit GmbH 48 Ky 2 of 260 customers M ordered by Name Map B Bailey Russell lt l new customer Oakland 94618 First call due C Car Repair m new customer Alameda 94609 First call due portatour highlights new customers in the customer list with a 6 3 4 Manually planned customers By running the saved search Manually Planned Customers you will get a list of all customers not auto matically included in the call schedule by portatour The customers are sorted alphabetically E 16 of 260 customers DN ordered by Name Map A Anderson Kathryn m 4 24 2013 Martinez 94553 75 of 90 days B Benne
32. NEXT CALL F Schedule Automatically comes Interval 60 days According to call interval of 60 Duration 20 min INFORMATION P days Holiday from ee Mon 07 01 201 3 09 33 AM 09 53 Holiday until Customern 211 AM Phone 555 4669747 Call Note a Email thomas example com ARSS UNNS A Employees 15 mA EI N Wednesday 7 00 AM 7 00 PM Thursday 7 00 AM 7 00 PM Mon 07 01 2013 5 Friday 7 00 AM 7 00 PM 9 30 AM 10 00 AM 20 min Saturday fig New appointment Not in My Places UPCOMING APPOINTMENTS 8 1 Customer address ADDRESS F Turner Thomas 19600 Via Escuela Saratoga CA 95070 A g Show map Navigation Surrounding customers At the beginning of the customer detail page the name of the customer is presented together with the address After importing the addresses they are automatically geo coded i e precisely located on the map This positioning is a prerequisite for sales route planning Some problems may arise in course of geo positioning which are shown below the address Geocoding possibly inaccurate Geocoding failed or 2013 impactit GmbH 58 Optionally you can edit the address of the customer by clicking the icon rA and geo locate the address manually See the following sections Edit address below or Geo Location on page 100 8 2 Edit address By clicking the edit icon rA in the address you open a form in which you can change the master data of your customer consisting of na
33. ORKING HOURS SCHEDULING PARAMETERS PROGRAM SETTINGS Preererie creer ete aa eee E a _ WAY aai _ aa 11 1 Working hours By clicking working hours and custom settings you get to the editing page of working hours intended for customer calls 2013 impactit GmbH 86 WORKING HOURS x ORGANIZATION DEFAULT CUSTOM SETTINGS Sunday Monday Of 30 Tuesday OF 4 30 Wednesday OF J 30 Thursday O7 30 Friday OF 30 Saturday O5 OO PM Z Z SAVE Enter your desired departure and return time for each weekday Set the times in the drop down menu by selecting hours and minutes On days off e g Saturday or Sunday leave the fields blank Quick deletion of a day is possible by selecting the first entry empty from the hour drop down menu of the departure time Press Save to change working hours For one time deviations of working hours it is recommended to create appointments on that day An appointment set outside working hours extends the working day Set appointments at home to start the workday later or to go home early in the evening Organization default resets working hours to the default values of your organization 11 2 Work break settings By clicking Work break and then custom settings you get to the page where you can set your daily work break 2013 impactit GmbH 87 WORK BREAK ORGANIZATION DEFAULT CUSTOM SETTINGS Schedule a Begin
34. Search ABC New customer co 6 EXTENDED J SAVED 258 of 260 customers DN ordered by Last Call Map Monday 07 01 2013 Turner Thomas 7 1 2013 Bring 2013 catalog Saratoga 950 0 0 of 60 days Call Ordered Last week 6 23 2013 6 29 2013 Turner Frank m 6 27 2013 Corte Madera 94925 4 of 90 days Butler Bobby 6 27 2013 Santa Rosa 95401 13 of 30 days Thomas Scott 6 27 2013 Santa Rosa 95401 6 of 60 days Customers are grouped by workdays or calendar weeks depending on how long ago the last cus tomer call took place Through Show all at the bottom of the page you get to customers whose call is even longer ago Bear in mind that this list is not a call protocol because each customer appears only once on the list according to the last call date 2013 impactit GmbH 47 6 3 2 Due customers portatour calculates call urgency for each customer based on call interval and date of the last call The result is divided into three classes e Not due When the last call was within the call interval and the urgency percentage set in options has not been exceeded yet e Due now When the last call was about as long ago as the call interval i e the urgency per centage has already been exceeded e Overdue When the call interval has already been exceeded significantly Select the saved search Due Customers The listing is sorted by call urgency overdue first and cus tomer name K SCHEDULE CUSTOMERS APPOINT
35. a list of the 20 closest customers sur rounding this customer The ranking is based on the distance of customers in beelines starting with the closest customers 2013 impactit GmbH 61 K oO SCHEDULE CUSTOMERS APPOINTMENTS D All suchen customers Open now l Open and due now 20 surrounding customers rm Tor Turner Thomas i Anderson Russell l 6 5 2013 Saratoga 95070 86 of 30 days Jenkins Johnny l 4 23 2013 Saratoga 95070 4950 6 of 90 days Baker Timothy i 3 21 2013 Saratoga 950 0 1 0 of 60 days Morgan Adam II 4 12 2013 Saratoga 95070 3435 133 of 60 days You can use this function for example if there is time to squeeze in a call prior to your next fixed call You can recognize the call urgency through the exclamation points In case your customers have lim ited or varied business hours the option Open now is recommendable because it filters out cus tomers that can be called at the current point in time If you want to further restrict the customer selection click Open and due now in order to show the customers that are due or overdue from all the customers that can be called now 8 5 1 Map of surrounding customers Right above the list you will find a link to the surrounding customer Map This will open a map view where the 20 surrounding customers from the list will be shown geographically Please note that the dynamic map view requires a powerful smartphone with a high resolution touch screen and at
36. actit GmbH 92 11 7 Business Hours of customers By clicking the option Business hours and Custom settings you get to the default business hours of your customers The times entered here are applied to all customers that do not have explicitly dif ferent business hours set on the customer detail page see section Business hours on page 73 The processing is analogous BUSINESS HOURS x ORGANIZATION DEFAULT vi CUSTOM SETTINGS DEFAULT FOR ALL CUSTOMERS Sunday You can adopt the default values of your organization by clicking Organization default Press Save at the bottom of the page to save your changes 11 8 Reporting By clicking Reporting you get to the site where you can automatically create call reports and determine whether call times are stored with date or with date and time 2013 impactit GmbH 93 REPORTING x REFORT CREATION Call reports Ask every time Y when missed Organization default don t create aui Call times save time and date w FORTATOUR REPORTS Call times Organization default show date and Schedule Organization default Show Daily delivery to one email address per line SAVE 11 8 1 Call reports In the Call reports drop down menu you can select whether portatour should automatically prompt you to create a call report when entering a customer call click called now You have the option between don t create automatically Ask every time and Create and open automa
37. ation at a later point in time 5 8 4 Addresses without geo location When entering customers when importing customers from the IT system of your organization or when importing customers from Excel not all customers could be geo coded correctly e g located on the map Customers without geo location can not be included in the schedule Check the geo location An instruction can be found in the Geo Location on page 100 section 5 9 Context menu for schedule Common actions for customers and appointments in the schedule are directly accessible via the con text menu in the schedule On desktop PCs you can open the context menu by clicking the right mouse button on a line of the schedule on touch screen devices you can tap the line for about 1 second Actions for customers ACTIONS X CALLED NOW MISSED NOW NAVIGATION Actions for appointments ACTIONS x TOOK PLACE NOW NAVIGATION 2013 impactit GmbH 41 With Open you can get to the detail page of the customer see section Customer detail page on page 58 or the appointment see section Appointment detail page on page 78 Called Now Missed Now and Took Place Now mark the customer or appointment respectively see sections Last Call on page 63 and Appointment took place on page 79 Navigation launches the navigation program of your device with the address of the selected customer or appointment see section Navigation on page 61 and Appointment d
38. ay ve SAVE Modified scheduling parameter can be Saved or discarded with Cancel 5 7 1 Starting location If your schedule should not be calculated from your home location because of an overnight stay on the way or because you are already on your way you have the option to enter a different starting loc ation e Last customer Appointment The schedule is calculated starting from the last customer call portatour uses the last customer that has been marked as Called now or Missed now see sec tion Last Call on page 63 If you have set Automatic starting location in your program set tings see section Schedule on page 95 portatour automatically switches to Last customer appointment in the morning after the last customer call e Manual use this setting if you want to start your schedule from a different location than the last customer address When clicking Update schedule you will be prompted to enter the address of the starting location 2013 impactit GmbH 37 STARTING LOCATION Manual bs GPS Zoom Zoom Street 5366 College Avenue City Oakland State CA Fal 94618 Country USA GEOCODE SAVE Enter the desired departure address into the form then Geocode and Save it Optionally you can manually set the location on the map see section Set geo location manually on page 103 or use the GPS function for geo coding see section Determine GPS location on page 104 The manually en
39. between customers 5 3 km 00 09 Maximal working area extent 254 1 km 03 44 For the area analysis distances and travel time are measured in your sales territory The value from home location to customer tells you on average how much time you need to get to your first cus tomer each day or the time you need to return home in the evening The specification between cus tomers can be regarded as minimum travel time between each of your customer calls The Maximal working area extent corresponds to the distance and travel time between the two most distant cus tomers in your area 2013 impactit GmbH 112 16 Frequently Asked Questions 16 1 Questions about scheduling 16 1 1 How can I set a shorter call interval than 7 days for a customer Automatic call intervals shorter than 1x per week are not supported in portatour because the scheduling leeway is too restricted Use appointments instead 16 1 2 Why is a customer with 30 day interval already scheduled after 25 or only after 35 days Generally call intervals are used as guidelines for portatour which deviates the effectual call intervals slightly in order to optimize routes and minimize driving distances Very decentralized locations or heavily restricted business hours of a customer can all have an impact meeting the call interval Fur thermore overall compliance to all call intervals depends on the number of customers and size of the territory If you have too many c
40. ce ce ceeeeecescecececeeeeees 82 9 7 Context menu for appointment list _ 02 22 i eee eee aaa aaa aaa anaana naana 82 10 My Places aoe reso sarees ee aaa anaana aoaaa aaa aLaaa LLLA LLLA LLALL Lano Laan 84 10 1 Preferred Accommodation 222 2 cece ccc e cece cece eee e LaaLa LLALLA LaaLa aaan 22an 85 11 Options cece sare so sees a gaescs see eseeccuebasdedewossedutiel ducdenesoeuueasewaneeaensse Gateeduacuiese 86 11 1 Working hours _ 22 02 22 ieee eee eee cece eee eee eee eee e ee ceeeeceeeeeeeseeeeeeees 86 11 2 Work break settings 0 2 2 elec cece ccc ccc ccc cece cece cece cece cee eeceeceececeecescesceeees 87 11 3 Overnight stay on the Way 2 2 22 2 cece 0000000000000000 a002 cece eee eeceeeseeeeeseeseees 89 11 4 Home location ie oc cecccacdccccnencdddeesdwatscdancecuudadebessaceeiocechwsmoaddabecasedededsewacacaaes 90 11 5 Driving speed 2 2 2 o aaao aaa cece cece cece eee e cece cece ec eee eee LDLo anoanoai 90 11 6 Scheduling parameters of customers 2 22 22 cece cece cece cece cece cee ceecceecseeseeeseeees 91 2013 impactit GmbH 6 11 7 Business Hours of customers o oo loon ee bbe bebe bb bbe bb bbb be bbb eee 93 11 8 Reporting co ae ceianaecceisessneeieesranieed anaana aaao AALL LLDD de segeseaee nan waesuaeesene cenecaenes 93 11 9 Program Sec Soca usc tee dec estas et hues ui cm sito ecu eatee wares samen edintinewlewbeeeaucetetes 95 11 10 Request report _ 2 cece ee
41. celle cece eee eee LLL LLL Laaa 51 2013 impactit GmbH 5 6 7 Context menu for customers liSt lllh nee nnn LLL LLL LLL eee 52 6 8 Selection mode and mass editing 0 lee e ec cccecc ec ee cee cece cee ceeseeceeseseeseees 52 6 9 Create CUS COV CS cnt oe desire wise eine eee UKE E U Mes bveuce ENE NEER 53 6 10 Export customers 2 lee e ccc c cece cece cece cece cece cence eeeeeeececececececesereeeeees 54 7 Customer Map 2 2 2 c cece cece cece cece cece eee e cece cece cece cece cece eeeeeeeseeeeeeeeeees 55 7 1 Options 2 cece cece cece cece eee eee e cece cece cece eee ee ce eecececeeeeeeerenees 56 Tle NGO CAUOW pce eh ls ae eee ee a eee ee eo eee eae eee eeeeae 57 8 Customer detail page __ 0 22 2 llc e LLDD Laa Laan oaan 58 8 1 Customer address aaao aaa anaana aaao aaa aoaaa aaa Laaa ALLL D ALLL LaaLa an2a 58 8 2 Editaddress 2 occ cece cece cece cece cece ec eecceeceeceeceeceeseeeceecceceeceeceeeseeeeesees 59 se N aa age TOE a US ne Ee IT O E 60 8 4 Navigation oes Soe secceece ad ote eats caciedalocccioeG dasdauesmadske bb audelcdbautaus patenwndaneloeseseentieosonc 61 8 5 Surrounding customers 02 2 cece eee cece cece cece eee e eee ec ee eee eeeeeceeeeeeeseeseeees 61 8 6 Last Call 0 22 lice cece cece e cece cece cece ec eeeceeceeceeceeceeeceeeceseeseeceereeeseesees 63 8 7 Enter call report 0 loli eee cece cece cee cece e eee ee eee eeece
42. ck Geocode in order to locate the address on the map If geo coding does not deliver the desired result you can manually adjust the position on the map 2013 impactit GmbH 27 see section Set geo location manually on page 103 or use the GPS function of your mobile phone for geo coding see section Determine GPS location on page 104 Click Save to apply your changes 5 2 Schedule calculation Click update schedule to let portatour calculate your schedule for up to 28 calendar days in advance portatour takes care of the selection of customers to be called while optimizing the distance to be covered To do so portatour uses following data and information e your home location see section Home location on page 90 e the business hours and current time provided see section Working hours on page 86 e thesettings for overnight stay on the way see section Overnight stay on the way on page 89 e the fundamental scheduling parameters see section Scheduling parameters of customers on page 91 e thecustomers especially the last call date and location see section Last Call on page 63 e the individual scheduling parameters see section Scheduling parameters on page 71 e thecustomers you included in the schedule see section Edit schedule on page 33 e the appointments in your calendar see section Appointments on page 78 The update takes depending on the amount of customers scheduling period and curr
43. culation of all customer distances This may take several hours In the meantime inaccurate beeline distances will be used for scheduling City road 35 km h Country road 70 km h Highway 110 km h SAVE Please note that changes in driving speed lead to recalculation of travel durations among all cus tomers which could take several hours depending on server capacity and number of customers In the meantime approximate driving durations are calculated on the basis of beelines Therefore per form such changes thoughtfully Save the changed settings Use default resets speed settings to the default values in your organ ization 11 6 Scheduling parameters of customers In the Scheduling parameters section you can set the default which portatour uses for sales route scheduling if there are no individual settings for customers see section Scheduling parameters on page 71 Set values that work as default for most of your customers You can adopt the default values of your organization by selecting Organization default from the drop down menu Press Save to save your changes 2013 impactit GmbH 91 SCHEDULING PARAMETERS DEFAULT FOR ALL CUSTOMERS Schedule calls Automatically ba Call interval 14 days ki Due after 70 of the call interval a Call duration 20 min DEFAULT FOR NEW APPOINTMENTS Appointment leeway Organization default O minutes SAVE 11 6 1 Urgency In addition to sched
44. d alphabetically column A column B 4 5 Field assignment In the next fours steps you will carry out the assignment between customer target fields in portatour and the columns of your source file H SCHEDULE CUSTOMERS APPOINTMENTS Import Address fields Map the columns of your file to the target fields You need to provide mappings for the fields name street and city Targetfield Source column Preview Name Carter Sandra Street i fig i State CDSCode ajan Country i Name County School Street StreetAbr k In the column Target field the fields of customers are listed In Source column you will find a drop down menu with current fields in your data file Match both You get a Preview for each field which facilitates matching By selecting an empty entry first row in the selection an existing assignment is cleared Click i to receive information about a field 2013 impactit GmbH 21 Target field Name i Street od A window with further information appears Street and house number of the address 4 5 1 Address fields The address fields include name and address of the customer These fields are required The customer address should be as complete as possible i e ZIP code city and street including house number The indication of the state or country is optional Customers without the indication of a country are auto matically assigned to your ho
45. date and time will be set as last call date Additionally a check mark shown next to the customer in the schedule indicates that you already called this customer We recommend logging your calls timely ideally immediately after the customer call Hence you ensure accurate call documentation and lay a good foundation for the calculation of future schedules Ifyou want to enter or mend the date of the last call at a later point in time click the edit icon r on the top right You get to an input form where you can freely choose and Save the date and time of the last call If the desired date is not shown in the dropdown menu you can open the calendar view by clicking the calendar icon selecting the desired month with lt lt and gt gt and clicking the day to determ ine the date of the last call With Delete you remove the date of the last call LAST CALL x for Turner Thomas Date Sun 04 28 2013 HE Time 01 44 PM DELETE SAVE Ifa customer has been missed let portatour know by clicking the button Missed now Through this you make sure that portatour does not reschedule the customer for the same day By updating the schedule now portatour can schedule additional calls to invest the time well 2013 impactit GmbH 64 LAST CALL F Thu 03 14 2013 13 00PM Last missed call Fri 06 28 2013 17 31PM b Called now Missed The date of the last missed call will be displayed on the customer de
46. day interwal Pi 4 7 Haywar e oe _emaererrrerereerrreree r T Aa e ty f Next call i as Wed 7 3 2015 2 57AM 9 11AM According to call interval change iN You can move the map by moving your finger on the touch screen or dragging the mouse You can Zoom towards a spot on the map by double clicking it Alternatively you can use the two zoom buttons on the top left of the map The markers show the customers that need to be called while the color indicates the due date red overdue yellow due now green not due grey no call interval When clicking on a customer marker an info bubble appears displaying summary information of the customer By clicking again or clicking on a different spot on the map the info bubble closes Clicking on the customer name link will open the customer detail page see section Customer detail page on page 58 You can recognize whether the customer is already included in the current schedule first by the enlarged marker containing the date in the top row second by the call being shown in the info bubble By clicking change you can edit the reservation status of the customer for more details see section 2013 impactit GmbH 55 Edit schedule on page 33 The current reservation status is shown as abbreviation in the second row of the marker Hint If several customers have the same address and therefore the markers would lie on top of each other on the map e g two contac
47. distances in the dropdown menu below Select between Metric km and U S Miles 11 10 Request report portatour compiles a report including your current schedule a tabular summary of your customers based on call reports and a statistical analysis of call related data from your sales territory The report is delivered via email For details on content and structure see portatour Report on page 108 portatour Anywhere provides the option Request Report REQUEST REPORT Recipient johndoe leosauermann pon REQUEST 2013 impactit GmbH 96 Your email address is automatically preset Alternatively you can manually enter a different recipient Continue with Request You will see a confirmation as soon as the server has forwarded the report Please be patient this may take several seconds to complete Note that the report cannot be displayed directly on portatour Anywhere If you have access to the email inbox of the recipient you may open the report attached however the format is geared towards the screen of a tablet notebook or a desktop PC 11 11 Delete data The option Delete Data enables you to delete all your customers appointments and reports Fol lowing selection appears DELETE DATA x ALL CUSTOMERS ALL APPOINTMENTS ALL CALL REPORTS select All Customers All Appointments or Alle Call Reports to delete the relevant data The deletion process starts after a security confirmation Hint Us
48. duration Call duration Count Ratio 15 Minutes 57 22 0 20 Minutes 124 47 9 25 Minutes 38 14 7 30 Minutes 40 15 4 Sum 259 100 0 Average call duration per customer 21 min Necessary call duration a 513 h The customers saved in portatour are grouped and counted according to their call duration Below you can see the average call duration and the total duration you will soend at customers in one year 15 2 8 Business hours Business hours of my customers You can read from the table how many customers are actually opened during a specific time of the respective weekday The time is split by hours per columns e g the column 9h shows the time between 09 00 to 09 59 am 15 2 9 Classification per business hours per week Classification of my customers per business hours per week Business hours Count Ratio None g 0 0 lt ih g 0 0 lt 8h g 0 0 lt 16h 1 6 0 lt 32h 0 0 0 gt 32h 242 93 4 Sum 259 100 0 The customers saved in portatour are classified and counted according to weekly opening times The shorter the customer s opening times per week are the harder the optimal scheduling be comes because customers with short opening times leave little scope for scheduling and are very decisive for the course of the route 2013 impactit GmbH 111 15 2 10 Area analysis Distances and traveling times in my area Distance Travel time from home location to customer 66 1 km 00 50
49. during your business hours e g fixed customer calls business meetings mechanic s garage These appointments are included in the automatic route planning with the highest priority 9 1 Appointment list You can get to the appointment list by clicking the Appointments tab in the navigation bar or the nav igation menu K D SCHEDULE CUSTOMERS APPOINTMENTS fig New appointment TODAY 3 30 PM 20 min 730 Moraga Way Nelson Michael Orinda CA 94563 4330 MON 077 0172013 9 30 AM 10 00 AM 20 min 19600 Via Escuela Turner Thomas Saratoga CA 95070 FRI 07 05 2013 Whole day 3366 College Avenue Holiday Oakland CA 94616 Appointments are grouped by day and displayed with start time possibly with time frame appoint ment duration and subject Appointments that have already been completed are check marked The detail page of the appointment is opened by clicking on the appointment In the multi column display mode the event address is displayed in the second column 9 2 Appointment detail page The appointment detail page shows appointments including all their details You can get to this page from three places in portatour each by clicking on the appointment link e From the Appointment list e From the customer detail page in the section Upcoming appointments e From the Schedule if the appointment has already been scheduled 2013 impactit GmbH 78 lt 4 t SCHEDULE CUSTOMERS APPOINTMENTS SUBJECT DATE TIM
50. e Th Fr Sa 2 3 AS 6 6 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 28 29 30 31 Close You can change the month with the links lt lt and gt gt Click on the desired day to select a date which will be highlighted in orange Close the calendar view afterwards In the field start time you set the beginning of the appointment If the appointment is supposed to be scheduled with leeway select the duration and the latest possible start from the leeway drop down menu Example You have agreed that you will visit your customer in the morning Set the start time at 08 00 and a 240 minute leeway If you want to set a leeway for all new appointments by default change the Business Rules section in the portatour Options see section Appointment lee way on page 92 The more leeway there is the higher the potential for optimization through port atour You can set the appointment Duration drop down menu If you cannot find your desired duration select Custom at the bottom of the drop down menu Now you can manually enter the appointment duration in minutes Duration 20 minutes Ifthe duration of the appointment takes all day or multiple days select the option All Multiple Days from Schedule and set the date and time of the appointment start and end In this case a leeway is not possible In case of all day appointments no further calls will be scheduled on this day by port at
51. e The appointment collides with another of your appointments Either the appointments overlap in time or the free time between appointments is not enough to drive from the first to the second appointment Solution move or shorten the appointments or increase the time frame available for the appointment e The appointment is located far away from the starting point or it takes too long to get there undertake the appointment and drive back to the home location all within one day Solution Check the appointment address shorten the appointment or enable the portatour option overnight stay on the way 2013 impactit GmbH 40 5 8 3 Unexact beelines have been used for schedule calculation This warning appears when you undertake schedule calculation for the first time use a manually entered address as starting point did create a new customer or appointment or have changed addresses In terms of route optimization portatour makes use of up to date road maps and cal culates the real road distance and travel times between all customers For example since for 500 cus tomers 250 000 500x500 calculations need to be computed on the server which take some time it may happen that during calculation of your schedule these distance calculations are not ready yet and therefore approximate distances and times based on beelines are provided We recommend that you wait for the exact distance calculation on the server and restart the schedule calcul
52. e e cece cece cee cee eeceeceeceececeeceeceecereeseeee 96 11 11 Delete data _ 0 2 2 llc cee eee eee eee ee Laaa 97 11 12 Change password 2 2 ieee eee cee cece aaan cece cece eee eens ee cesceeeeeeeceeceseeseeeees 97 12 About portatour aaa aoaaa cece ccc cece ec cece cece LALALALA LaaLa a aa aa aaraa 99 a NENS eee E E E e EER 99 22 FOD Gee ee eee ee ee eee eee ee ee ees 99 12 3 User Manual cccccciccccnccocadiccevicestccaxvedauecddeeswaedseucspensacetessaubberdeacecanedbeccileskeene gg 13 Geo Location _ 02 llc c ccc ccc ccc cece ccc cece ec eeceeceeceecerceceeceeceecereeseesereees 100 13 1 Geo coding go cccteccdcenecosce as nanana naaa aaa aaa aa siteesc pathos cirmanbdboieweeketecabcewediueeasee 101 13 2 Set geo location manually 2 022 l cece eee eee eee e cece cece eceeeeeeeeeeeeseees 103 13 3 Determine GPS location 2 22 c occ cee ccc cece aoaaa aaan oaan ceccecceeeeceseeeees 104 13 4 Geo coding warnings 0 02 22 eee cece cee eee ee cece eee cence eee e ees eeceeeeeceeeeseeseees 104 14 Reminders _ 0 2 c aaa ahaaa aaa ALLL Laaa ALLL LALL LLLA LL LLLA ALLL Laaa aLaaa aaan 106 15 p rlatou Report eerror eren E EE EEE EERE 108 15 1 Request report _ 22 2 lec eee cece cece cece cece eee eee ee cee oao ar22 n 108 15 2 Contents of the report 00 02 lec c cece cece cee cee cece oaao Daa aa an onanan anaana 108 16 Frequently Asked Questions _ 00 02 c
53. e the second priority for portatour l e if you absolutely want to call a customer in the next few days but have not agreed on a specific date in the calendar you can include him her for a call By this it becomes mandatory for portatour to include the customer in the planning The day and time is selected automatically by portatour during sales route optimization e Automatically suggested customers according to call interval Your schedule is filled up with clients that are configured for automatic sales route planning For customers whom you want to call on a regular basis portatour automatically takes your call interval requirements into account while placing equal emphasis on optimizing the sales route The general rule is The less you interfere in sales route planning by fixing appointments the more planning scope portatour has to optimize sales routes and the more flexibility portatour has to react to unforeseen events throughout the work day such as traffic jams or prolonged calls 1 2 Runs in the browser portatour Anywhere is the web based version of portatour and works on various devices desktop PC notebook tablet and smartphone This way for example you could do your customer data main tenance and sales route preparation comfortably on your PC in the home office while retrieving schedule and customer data from your tablet or smartphone on the way and updating and creating customer call reports where re
54. e this option if for example you have tested portatour with test data and want to start oper ating with real data Hint The deletion process is irreversible You may want to export your customers prior to proceeding see Export customers on page 54 11 12 Change password Change your password used for accessing portatour Anywhere with the option Change password CHANGE PASSWORD Old password New password Confirm password SAVE 2013 impactit GmbH 97 Provide your currently valid password in Old password Select a new password enter it in New pass word and confirm it in Confirm password Press Save to apply the changes 2013 impactit GmbH 98 12 About portatour Click on About in the navigation menu On this page you can find the legal information about port atour and your user license 12 1 News Open the menu item About and go to News to go to a site where regular portatour updates are pub lished in particular software updates and new features 12 2 Feedback The portatour Developer Team is looking forward to your feedback on portatour Are you missing an important function Did you find any errors Do you like anything in particular Click About in the navigation menu and then on Feedback Following page appears FEEDBACK x To the portatour developers From John Doe Email john example com Phone number Message Your contact details are preset and will be inc
55. ection Edit schedule on page 33 2013 impactit GmbH 67 8 8 4 Exclude from schedule Use this reservation option if you do not want to call customers yet despite them being set to auto matic scheduling The customer is excluded from automatic scheduling until you remove the reser vation see section Edit schedule on page 33 8 8 5 As starting location Select this option if you want to use the customer location as departure point for your sales route 8 8 6 Edit call note Here you can enter the call note that should be displayed on the customer detail page under Next Call To keep it in mind this notice is also shown just below the customer see section Display on page 29 8 9 Upcoming appointments This section tells you about upcoming appointments with this customer UPCOMING APPOINTMENTS Mon 07 01 2013 5 10 22 AM 20 min Wed 07 10 2013 8 00 AM 20 min fig New appointment Each appointment is listed with weekday date start time and duration The start time can also be a period of time if the appointment has a leeway or a time frame By clicking on the appointment a detail view of the appointment will be opened where the it can be edited You can create a new appointment for this customer by selecting New appointment More inform ation can be found in section Appointments on page 78 8 10 Additional customer fields In the Information section optional data fields of the customer are
56. ed The remaining options let portatour know when to call the customer next portatour includes your changes as soon as the schedule has been updated 8 8 1 Automatic Manual The first row displays the current scheduling parameters see section Scheduling parameters on page 71 There are following options e According to call interval of X days portatour automatically schedules the customer to reach a call interval every X days e Manually every X days You schedule the customer manually a reminder is shown every X days e Manually no call interval If necessary schedule the customer manually e Manually no business hours manually create an appointment if needed no regular business hours have been entered for the customer To adapt scheduling you have a range of reservation options listed below as well as the possibility of creating an appointment 8 8 2 One time 7 Days 14 Days Use this option if you want to schedule a one time customer call within a short interval about 7 days or 14 days For example if you agree to call a customer outside of your schedule and within the next week because a major event is coming up without having scheduled a fixed appointment 8 8 3 Include in schedule If you want to include the customer immediately into your schedule add a reservation through this option Use it for customers who are scheduled manually or if you want to call customers prior to the scheduled call interval see s
57. ency Information Reed Catherine San Rafael 94901 2013 02 13 71 30 237 Young Gregory Healdsburg 95448 2012 12 07 139 60 232 Jenkins Pamela Napa 94559 2012 10 03 204 90 227 Excluded Miller Derek Martinez 94553 2012 10 16 191 90 212 The customers saved in portatour are classified and counted according to call urgency portatour dif ferentiates between customers who have been called at least once where the date of the last call is known and new customers where this field is still empty The due date of customers is calculated by comparing the desired call interval in days and the actual days elapsed since the last call For new customers the activation date is taken instead There are three classes e Not due The days elapsed since the last call as a percentage of the call interval is lower than the overdue percentage defined in Schedule settings 70 by default see section Urgency on page 92 e Due now The number of days elapsed since the last call is already higher than the per centage entered in your Schedule settings 70 by default If the time elapsed since the last call is exactly equal to the call interval provided then urgency is precisely 100 e Overdue The time elapsed since the last call is significantly higher than the call interval due by 130 or more To assist you when scheduling calls manually portatour gathers overdue customers in a separate list where desired call interval days targ
58. ent server load between 3 seconds and 2 minutes Tips for speeding up the process can be found in How can accel erate the calculation of schedules on page 115 Meanwhile you can see an animation with the pro gress message UPDATE SCHEDULE C Calculation in progress When the update is completed you will automatically return to the schedule Errors and warnings in course of the update will be displayed on a separate page see section Warnings on page 39 2013 impactit GmbH 28 5 3 Display amp t SCHEDULE CUSTOMERS APPOINTMENTS o B O Scheduling parameters Reservations 0 Update schedule Mon 01 RUGA Wed 03 Thu 04 Fri 05 9 30 AM home 25 min for 20 6 mi to Martinez 94553 9 55 AM 10 35 AM A Miller Derek gt show new product factsheet 7 min for 3 3 mito Concord 94520 im 10 43 AM 11 23 AM White Brett 15 min for 9 2 mi to Walnut Creek 94595 A 11 38 AM 12 18 PM o Perry Holly 9 min for 3 6 mi to Lafayette 94549 30 min work break A 12 57 PM 1 37 PM E Turner Jacob 15 min for 10 2 mi to Orinda 94563 4330 7 min Waiting time im 2 00 PM 2 30 PM Sales Telco A 2 30 PM 3 10 PM o Nelson Michael 15 min for 8 9 mi to Oakland 94618 3 25 PM home 95 Mi for 5 calls _ Map Convert fixed reservations to Delete schedule appointments In the lines with white background the customers to visit are shown as well as the arrival and depar ture time of the call
59. erneath each other 15 2 2 Customer call reports Customer call reports Begin End Customer City postal code Comment 08 52 09 32 Perry Russell Fairfield 94533 Ordered 09 40 10 20 L pez Tracy Fairfield 94533 1615 Invited to company event 10 34 11 14 Jenkins Robin Vacaville 95688 Gave new catalogue Gave sample 12 32 13 12 Foster Diana Woodland 95695 Ordered 13 24 14 04 Watson Jerry Woodland 95776 6127 Ordered 14 15 14 55 Robinson Shawn Woodland 95695 3154 Gave new catalogue Invited to company event 15 02 15 42 Williams Tiffany Woodland 95695 2510 Invited to company event 16 16 16 56 Martinez Kenneth Esparato 95627 Ordered _ Print all days Call reports and reports manually entered in portatour from within the past seven days are included in the report The subsequent summaries and key performance indicators are based on this data Your call notes are shown in the comment field Each day is displayed on a separate tab If you want to print all days scheduled click on the checkbox below In this case the individual days will be listed underneath each other 15 2 3 Daily summary Daily summary of last and current week Day Date Begin Excerpt of the route Mon 2013 04 15 08 42 Richmond Tue 2013 04 16 08 01 Sunnyvale Cupertino Saratoga Hamilton Afb San Jose Wed 2013 04 17 9 08 30 Hayward San Jose Thu 2013 04 18 9 08 00 Orinda Moraga San Ramon San Leandro Oakland Fri 2013 04 19 8 08 52 Fair
60. ers e Appointments e My Places e Geocoding e Options e About e Logout In the multiple column mode the most important program functions Schedule Customers and Appointments are shown directly in the navigation bar K t SCHEDULE CUSTOMERS APPOINTMENTS The remaining program functions can be accessed via the navigation menu click to open them K D SCHEDULE CUSTOMERS APPOINTMENTS MY PLACES GEOCODING OPTIONS LOGOUT In the single column mode all program functions are accessed via the navigation menu 2013 impactit GmbH 14 lt lt G SCHEDULE SCHEDULE LOGOUT If there are current tasks or important notifications requiring your attention the navigation menu is displayed in red The important menu item is also displayed in red 3 amp t SCHEDULE CUSTOMERS APPOINTMENTS 1 APPOINTMENT TO ARRANGE e Ba EO e POENE Sa e eae By clicking on the portatour logo in the navigation bar you always get to the Schedule The icon lt lt lt in the navigation bar works like the back button in your web browser 3 2 Popup window Sub menus and pages to edit data are displayed in popup windows in portatour Thereby the remaining window is darkened On devices with small screens the pop up window often takes up the whole screen and you cannot or just hardly see the darkened background 2013 impactit GmbH 15 LAST CALL for Baker Timothy Date Thu 03 21 2013 F Time 09
61. ers list Common actions for customers are directly accessible in the customer list through the context menu The context menu can be opened by right clicking the customer with the mouse on desktop PCs or by tapping the customer for about 1 second on touchscreen devices ACTIONS x NEW APPOINTMENT SHOW ALL REPORTS NAVIGATION With Open you get to the detail page of the customer see section Customer detail page on page 58 New Appointment opens a window to create a new appointment for this customer see section Appointment with customer reference on page 82 Show all reports shows a list with all past reports for this customer see section Last Report on page 69 Navigation launches the navigation program of your device with the address of the selected customer see section Navigation on page 61 All actions can also be accessed via the customer detail page see section Customer detail page on page 58 6 8 Selection mode and mass editing The selection mode enables you to select several customers and subsequently edit them at once Below the customer list you will find the function Enable selection Carter Aaron m 7 18 2012 update email and telephone contacts Cupertino 95014 4055 No call interval Turner Thomas 7 1 2013 Bring 2013 catalog Saratoga 95070 0 of 60 days Call Ordered 2013 impactit GmbH 52 By confirming Enable Selection a button appears next to each customer by which you ca
62. es during the importing process then port atour automatically aborts the import To manually cancel the import either close the browser win dow or click on a different item in the main menu If you have not set your home location in portatour yet you will now be prompted to do so see sec tion Home location on page 90 Entering your country is particularly important Customers without explicit indication of a country will be automatically assigned to your home country 4 1 Import mode If you want to import your customers for the first time select Create Customers If you want to update individual fields of existing customers that have already been imported select Update Customers see section Update customers on page 25 2013 impactit GmbH 18 K t SCHEDULE CUSTOMERS APPOINTMENTS Import Choose mode Creates a customer for every record Existing customers will not be changed This mode is recommended for your first import CREATE CUSTOMERS Imported records are mapped to existing customers based on key fields You can specify whether to update or keep existing data per field Nonexistent customers will be created UPDATE CUSTOMERS 4 2 Choose file In the next step you will select the source file your customers will be imported from Note that port atour allows a maximum of 1 000 customers for sales route planning thus the import is limited to files with a maximum of 1 000 rows K CUSTOMERS Imp
63. et as well as the number of days elapsed since last call days current are displayed In case portatour identifies a reason why the customer has not been sched uled automatically the relevant information will be provided in the information column to the right 15 2 6 Classification per call interval Classification of my customers per call interval Call interval Count Ratio Calls a None Ll 6 6 0 30 Days j 13 5 426 650 Days 10 39 4 620 90 Days 10 40 5 426 100 0 1 472 Necessary calls per day to satisfy call interval between 6 5 225 workdays a and 7 4 200 workdays a The customers saved in portatour are grouped and counted according to call interval The number of calls per year is based on the call interval It is summed up for all customers in the footer This sum cor responds to the number of calls you have to complete within a year in order to meet the call intervals set for each customer Below you will find the required calls per day as an orientation depending on how many working days you have each year for calls 2013 impactit GmbH 110 Compare the target numbers with your empirical values or the actually performed calls per day of the past 90 days see section My key figures of last 90 days on page 109 This way you can easily identify whether your goals are achievable and make necessary adaptations where applicable 15 2 7 Classification by call duration Classification of my customers per call
64. etail page on page 78 All actions can also be accessed via the customer or appointment detail page see sections Customer detail page on page 58 and Appointment detail page on page 78 2013 impactit GmbH 42 6 Customers You get to the customer list by clicking the link Customers in the navigation bar K t SCHEDULE CUSTOMERS AFPOINTMENTS QO amp Search ABC New customer All 260 customers DN ordered by Last activity Map Monday 07 01 2013 Turner Thomas 7 1 2013 Bring 2013 catalog Saratoga 95070 0 of 60 days Call Ordered Last week 6 23 2013 6 29 2013 Turner Frank m 6 27 2013 Corte Madera 94925 4 of 90 days Butler Bobby 6 27 2013 Santa Rosa 95401 13 of 30 days There are different ways to quickly find individual customers in the database When opening the customer list all customers will be displayed in descending order sorted by last activity In the usual navigation bar there is a sub menu with options such as Search ABC and New Customer Theses options are described in the subsequent sections 6 1 Quick search The search bar is displayed by selecting the sub menu Search You will find the input box for quick search on the left After having entered the keyword for quick search click the button next to the input box or press Enter The result list shows all customers whose name contain the keyword Search is not case sens itive The list is sorted alphabetically by default
65. f the importer which contains how many customers from the import file will be assigned to existing customers Check whether the number meets your expectations in order to detect possible errors in the key field selec tion Start the updating process with Import Hint An import or update cannot be undone Therefore we recommend to export and thus save your customers prior to mass data updates see section Export customers on page 54 2013 impactit GmbH 26 5 Schedule The schedule is at the heart of portatour Here portatour presents the optimized sales route By clicking Schedule in the navigation menu you get to the schedule calculated last Alternatively click the portatour logo in the navigation bar 5 1 First use If you use portatour for the first time there is no schedule available for you just yet KE t SCHEDULE CUSTOMERS APPOINTMENTS Bo BU scheduling parameters Reservations 0 Update schedule no schedule present Start the calculation using Update schedule You will be prompted to enter your home location once 5 1 1 Set home location HOME LOCATION x Street City State EIP Country GEOCODE SAVE CANCEL Home location is the address you usually start and end your daily sales route with Entering the coun try is essential to avoid ambiguity all customers without a country set are assigned to your home country After complete entry of the address cli
66. field Vacaville Woodland Esparato Last week The working days of the current and last week are listed Begin and End time correspond to the first and last reported customer call not the departure and arrival time from or back home The route is taken from the addresses of customers visited on that day 15 2 4 My key figures of last 90 days My key figures of last 90 days Day Workdays Calls Perday Begin End Visittime Call Mon 2 3 1 5 09 36 10 42 00 55 00 36 Tue 11 5 55 09 56 14 54 03 40 00 40 Thu Fri 9 0 08 00 16 49 06 00 00 40 2 Wed 2 3 0 10 27 15 14 03 20 00 40 1 7 4 5 08235 12 57 03 00 00 40 9 4 7 09 27 13 49 03 05 00 39 4 called customers in the last 90 days This is equivalent to 16 of all customer count The calls of the last 90 days are broken down by weekdays and analyzed accordingly The footer cor responds to the sum or average of all weekdays The actual number of workdays is calculated i e days on which at least one call has taken place the total number of completed calls the average num ber of calls per workday the average time of the first and last customer call the sum of visit time the average duration of a customer call 2013 impactit GmbH 109 15 2 5 Urgency Urgency of my customers Urgency Customers New customers Count Not due Now due Overdue Sum Currently overdue customers Customer City postal code Days planned Days current Days target Urg
67. g ZIP code and city e Column 2 contains an icon for the call status see next section e Column 3 shows the date of the last call or New Customer for customers that have not been called yet including due date as a percentage of the call interval and the call interval For cus tomers without call interval no call interval is displayed e Inthe 4th column if available the call note and report of the last call are shown 6 6 Icons in customer lists As mentioned in the previous sections you can find symbols in the second column of customer lists They help you identifying the call status of each customer at a glance The symbols are A For this customer there is a manually created appointment in the calendar This is anew customer because no last call has been entered yet m This customer is to be scheduled manually appointment reservation A call would be due now according to the call interval of this customer l A call is already overdue according to the call interval of this customer These symbols can also be displayed in combination e g mT for a customer that needs to be sched uled manually whose call is has been overdue according to call interval but the appointment has already been added to your calendar 2013 impactit GmbH 51 For customers without a symbol displayed none of the circumstances described above apply A call according to call interval is not necessary either 6 7 Context menu for custom
68. han one year 8 11 1 Create or edit call report Y Call reports are primarily created when clicking Called now To log further activities e g phone calls click New Report A form appears Enter the type of activity in the Subject field The same appears if you edit or delete an existing call report Click on next to the call report see picture above 2013 impactit GmbH form 70 REPORT x for Turner Thomas Date Fri 06 28 2013 Y HE Start time 03 30 PM End Time 03 55 PM Subject Phone Note Asked if sample was satisfying OK confirmed meeting next week DELETE SAVE Press Save to save the new entry or modifications to an existing entry Press Delete and the entry will be irrevocably deleted 8 12 Scheduling parameters In the Scheduling parameters section you can determine whether and how customers are taken into account by portatour during scheduling by default These apply if you do not add reservations as described above in Next Call or New Appointment SCHEDULING PARAMETERS F Schedule Automatically Interval 60 days Duration 20 min Holiday from Mon 08 26 2013 Holiday until Mon 09 02 2013 These parameters can be changed in portatour Anywhere by clicking on the edit icon oO The edit page will appear 2013 impactit GmbH 71 SCHEDULING PARAMETERS x for Turner Thomas Schedule calls Automatically se Call interval 60 days hs Call d
69. he next morning 2013 impactit GmbH 89 Organization default resets work break settings to the default values in your organization 11 4 Home location By clicking Home location you can edit the address you usually start and end your route with HOME LOCATION x Street 5366 College Avenue City Oakland State GPS Zoom Zoom xe gto x L ZIP 94618 Country USA GEOCODE SAVE Enter the Country in order to avoid ambiguity Customers without a configured country are assigned to your home country After complete address entry click Geocode If Geocode does not deliver the desired result you can manually alter the position on the map see section Set geo location manu ally on page 103 or determine the location by using the GPS function of your mobile phone see sec tion Determine GPS location on page 104 Save your home location with Save 11 5 Driving speed portatour uses a tested standard speed profile for sales route scheduling which largely corresponds to real driving times In case you recognize during daily use of portatour that you regularly deviate from the scheduled journey time you have the possibility to adapt the driving speed used in cal culations Adapt your speed on City road Country road and Highway to your driving style 2013 impactit GmbH 90 DRIVING SPEED x USE DEFAULT CUSTOM SETTINGS Changes to the driving speed settings lead to a recal
70. hedule Schedule Fri 04 26 Mon 04 29 Tue 04 30 1 07 30 home 18 min Drive for 21 7 km to 1460 South Main Street Walnut Creek 94596 5319 07 47 11 47 Call Allen Stacey Appointment 16 min Drive for 7 2 km to 75 Santa Barbara Road Pleasant Hill CA 94523 12 03 12 23 Reyes Eric Walk to 77 Santa Barbara Road Pleasant Hill CA 94523 4201 30 min Workbreak 12 53 13 13 Hughes Gregory 18 min Drive for 9 4 km to 2900 Avon Avenue Concord CA 94520 13 32 13 47 White Brett 19 min Drive for 6 1 km to 222 Glacier Drive Martinez CA 94553 14 05 14 25 Call Miller Derek Appointment Walk to 204 Glacier Drive Martinez 94553 14 25 14 50 Gray Joshua 34 min Drive for 28 2 km to 2853 Groom Drive Richmond CA 94806 15 24 16 24 Call Cook Lisa Appointment 7 min Drive for 5 2 km to 5555 Giant Highway Richmond CA 94806 6002 9 16 31 17 01 Baker Dennis 10 min Drive for 8 1 km to 719 Fifth Street Richmond CA 94801 10 17 12 17 37 Gomez Emily 20 min Drive for 23 4 km to 5366 College Avenue Oakland 94618 11 17 57 home 109 km for 9 calls Print all schedule days 2013 impactit GmbH 108 The report includes the schedule that is current at the time of report creation Each day is displayed on a separate tab Clicking on the link next to the item s number opens a map view of the customer If you want to print all days of the schedule select the checkbox below In this case the individual days will be listed und
71. ices Hint If your navigation program is not listed select Google Maps from the drop down menu some pro grams work correctly when called like Google Maps Note that navigation programs which obtain map data from the internet may need additional data volume and thus cause additional costs depending on your mobile operator If you want to turn off the navigation function in portatour select No Nav igation 11 9 4 Internet connection This setting is relevant if you use portatour Anywhere on the road on your smartphone or tablet With the setting Close immediately the connection to the internet will be disconnected a few seconds after loading the page depending on the smartphone and network operator Consequently a new connection needs to be set up when loading the next page hence delaying the loading process Select Keep for several minutes so that portatour can retain the internet connection after loading a page and therefore accelerate loading future pages If you stay on a page for a couple of minutes the connection will still be cut off Note that by keeping the internet connection active for a longer period of time you increase battery consumption as well as data volume transferred The additional data volume is typically around 10 MB per month when used every day 11 9 5 Language and Region The language portatour Anywhere is presented in is shown here You can set the measurement system portatour uses to display
72. ieval of your location record ing journeys or the like are not supported by portatour 16 2 6 Do I loose portatour data in case of loss or damage of my mobile phone No All data of portatour accessed through your mobile phone is immediately stored on the port atour Server and transferred to Salesforce during the next synchronization 16 2 7 Who do I contact if have further questions Please get in touch with the contact person responsible for portatour in your organization If that per son cannot answer your question it will be forwarded to the manufacturer 2013 impactit GmbH 116 17 Legal information The software data and manuals are copyright protected and protected by law through other pro visions Reproduction as a whole or in part distribution or other procedures need an explicit con tractual permission Violations may be prosecuted under civil and criminal law The licensee of the portatour software may use this guide in printed and or electronic form for internal purposes installation instruction training 17 1 Copyrights Software amp Manual 2013 impactit GmbH Maps infoware GmbH or PTV AG Tele Atlas or NAVTEQ Concrete information on the maps used can be found in the software portatour is a registered trademark of impactit GmbH All other names of products and services are trademarks of their respective owners 2013 impactit GmbH 117
73. ing the geo location of the customer 8 3 Map Click Show map in the Address section opens the map view the customer is shown in the center as a blue marker 2013 impactit GmbH 60 GPS Zoom Zoom ct s x he Gunther Ci 1 wurg bn z J Coy Aye Cox Ale ga 3 Cox Ave arce Rd 6 F Mallory Ct S Winter Li h of 7 Ang G p use i s Ct aer A lal P legs Kilbride Dr dinkburgh Dr Glen Brae Dr Thelma Ave You can change the map scale with the two Zoom buttons above the map With the four arrow but tons below the map you can move the map to the respective direction Alternatively you can move the map by clicking near the borders The map view center shifts towards the area you have clicked upon On touch screen devices such as mobile phones or tablets you can move the map by sliding with your finger or a pen On a desktop PC you can move the map by dragging the mouse Double tapping or double clicking will zoom towards the respective zone You can switch to the extended map which includes all customers by clicking on the button 8 4 Navigation By clicking the link Navigation in the Address section the GPS navigation program on your smart phone will be launched using the customer address as target destination To configure which program is opened by portatour refer to section GPS Navigation on page 96 8 5 Surrounding customers The link Surrounding customers in section Address opens
74. ional The default settings that you set in the portatour options Business Hours of cus tomers on page 93 only apply if either no field assignments are set or the fields from the import file are empty Hint Further information is shown by clicking on i 4 6 Preview and Import Upon completion of field assignments you can preview the records that are to be imported Check whether the field contents shown correspond to the column headings Below you ll find all records with their mapped fields Errors were detected with some of the records If possible fix those errors in your source file or change the mappings to avoid them If you choose to import as is erronerous fields will be left blank AIP Only erroneous records 2 Name Street City State ZIP Country Customer nr Schedule automatically Last call Carter Sandra 847 Brookside Drive Richmond CA 94804 USA 1 yes The value could not be interpreted as date Baker Dennis 5555 Giant Highway Richmond CA 94806 6002 USA 2 yes 6 2 2013 Robinson Shawn 175 Walnut Street Woodland CA 95695 3154 USA 3 yes 5 23 2013 Sanders Vincent 100 Skyport Drive San Jose CA 95110 1374 USA 6 yes 5 12 2013 Allen Crystal 160 B North San Pedro Road San Rafael CA 94903 USA 9 yes 5 24 2013 Watson Diana 1290 Ridder Park Drive MC213 San Jose CA 95131 2304 USA 11 yes 5 3 2013 Sullivan Kimberly 2301 Pennsylvania Avenue
75. is line to save space select Hide trips With Show opening hours customer opening hours are displayed by portatour in the schedule for the respective day as long as they differ from default opening hours If you want to hide this addi tional information select Hide opening hours With Show urgency portatour highlights the due date for each customer call urgency by an icon in the schedule With Hide urgency the icons disappear With Automatic start location portatour automatically changes the start location from home to last customer in the schedule as soon as the first customer has been called on that day For all other updates the schedule is automatically calculated from the last customer called If you do not want this automatism select Manual start location 11 9 2 Customer List With Show location Info the postcode and the location of each customer are shown below each cus tomer name on the customer list If you recognize your customers by name and want to save space select Hide location Info 2013 impactit GmbH 95 11 9 3 GPS Navigation lf your smartphone or tablet is equipped with a GPS receiver and a navigation program is installed this is where you can activate the navigation function on the customer and appointment detail page If you select Automatic portatour recognizes which smartphone you use and opens the navigation software installed currently Apple Maps on iOS devices and Google Maps on Android dev
76. luded to the feedback entered in the Message box in order to get in touch with you in case anything is unclear Post the message with Send Alternatively you can send an informal email to feedback portatour net 12 3 User Manual The portatour manual can be displayed or downloaded in PDF format Open the menu item About click on Manual A new browser window will be opened 2013 impactit GmbH 99 13 Geo Location Accurate geo locations are a requirement for appropriate inclusion of an address in the portatour schedule In the process of geo coding the address is checked and localized as accurately as possible on the map The addresses are automatically geo coded when importing customer and appointment data to port atour Depending on the quality of the addresses there may some problems with individual addresses If you click Geocoding in the main menu you will receive a list of customers or appointments where geo coding of the address has failed section Not geocoded or where geo location was inaccurate section With Warning The amount of addresses in need of rework is shown in the navigation menu At the bottom of the page you can find asummary of successfully geo coded customers and appoint ments Ic lt 4 t SCHEDULE CUSTOMERS APPOINTMENTS NOT GEOCODED Broken Baker Dennis Roadenhag WITH WARNING Bennett Susan 9495 7 Ross Broken Carter Sandra 94804 Richmond Brown Ryan 94960 San Anselmo
77. maden Ave F T San Fernando Ave aj i Jo Alcazar Ave z Union F gt i Meclelliwi Rd MeClellan Re i hes Park Villa Ci If you want to use your current location as position and your mobile phone is equipped with a GPS receiver supported by portatour then click on the GPS button Your position will be determined within a few seconds and displayed as address as well as a blue icon on the map Typically this function is used when your current location is used as start location for scheduling see section Starting location on page 37 as position of a customer you are currently at see section Edit address on page 59 or if you want to set your home location see section Home location on page 90 After pressing the GPS button you may see a confirmation message on your mobile phone Agree to it to use the function in portatour Mobile If there is no GPS button above the map your mobile phone model does not support this function 13 4 Geo coding warnings There may be inaccurately geo coded customer addresses upon automatic import They can be found in a list under the Geocoding heading in the main menu 2013 impactit GmbH 104 K t SCHEDULE CUSTOMERS APPOINTMENTS WITH WARNING Bennett Susan 94957 Ross Brown Ryan 94960 San Anselmo Clark Jesse 94934 Hamilton Afb Cooper Derrick 94565 Suisun City Diaz Eric 94086 Sunnyvale Gomez Kenneth 94956 Point Reyes Station Hernandez Larry 94560 Newark
78. me address and geo location MASTER DATA x Name Turner Thomas Street 19600 Via Escuela City GPS Zoom Zoom Saratoga State Via a Dr CA Hare ZIP ters Avg Four a 95070 f Country f gt USA AGAA eg ual IQ pUe jagun D GEOCODE SAVE Make the changes in the respective input box and click Save Pay attention to following points when editing e Setting the country is only necessary if it is different from your home country e Remember to click Geocode after editing the address Only then the new address will be geo loc ated and the exact location of the address is available for sales route planning For information regarding geo positioning and potential error messages see section Geo coding on page 101 2013 impactit GmbH 59 MASTER DATA Name GPS Zoom oom Turner Thomas Street 19600 Via Escuela City Saratoga State CA ZIP 95070 Country ft USA AemyeQ ual ag pur jpagumny Position found ADDRESS FOUND 19600 Via Escuela Or USA 95070 Saratoga ENTER THIS ADDRESS ABOVE SAVE CANCEL You can optionally set the position manually on the map see section Set geo location manually on page 103 or by using the GPS function to determine the location see section Determine GPS loc ation on page 104 Click Save to save the new address includ
79. me country see section Home location on page 90 4 5 2 Information The information fields in portatour will be displayed on the customer details page e g phone num bers fax email note The assignment of these fields is optional Hint These information fields are so called custom fields which can be altered in the portatour options either by you or your administrator e Further fields could be assigned at this import step 4 5 3 Scheduling fields On this page you will find the fields that portatour uses for sales route planning They are optional The default settings that you set in the portatour options see Scheduling parameters of customers on page 91 count when either no fields are assigned or the fields in the import file are empty Hint Further information is shown by clicking on i Target field Explanation see Schedule auto Schedule Calls Automatically Manually on page 72 matically Last Call Last Call on page 63 Last missed call Last Call on page 63 Activation date New customers on page 65 2013 impactit GmbH 22 Target field Explanation see Call interval Call interval on page 72 You can either set the interval in days or enter the desired amount of calls per year An interval of 0 days will be valued as no interval meaning that the cus tomer will not be scheduled automatically by portatour Call duration Call duration on page 73 Set the unit of
80. mpactit GmbH 38 A reduction of the scheduling period to 1 day to 6 days limits the possibilities for portatour to optim ally schedule customer calls accordingly Use this option if you want to call manually included cus tomers as soon as possible Extending the scheduling period to 8 to 28 days is useful if you have to announce calls or have to make an appointment with customers in advance There are 3 points to be considered e The number of calls is limited to 125 in the scheduling period If you schedule for four weeks 20 working days an average of about 6 calls per day is possible For three weeks there are about 8 calls per day for two weeks about 12 calls per day for one week about 25 calls per day portatour aborts the calculation if there are more calls in your call settings If this is the case shorten the scheduling period e The scheduling period is limited by the shortest customer call interval see section Call interval on page 72 and Scheduling parameters of customers on page 91 Therefore you can use the full 4 week scheduling period if none of your customers has a shorter interval than 28 days If for example you have customers with an activated call interval of 14 days then the maximum scheduling period is also 14 days e Generally the longer the scheduling period the more complex and thus longer the calculation 4 week schedules for many potential customers could take up to a minute computation time Use l
81. mstances you may receive red warning or error messages when geo coding This can have the following reasons for which there are suggested solutions 13 1 1 Warning Address was incomplete Check whether Street ZIP City State and country are provided complete the missing details and click again on the Geocode button 13 1 2 Warning House number was not found The house number entered could not be found on the map A house number nearby will be selected automatically In most cases this level of accuracy is sufficient for sales route planning Alternatively you can enter a different house number or manually locate the customer on the map see section Set geo location manually below 13 1 3 Warning House number was ignored The house number entered could not be located on the map because there is no house number accur acy for the entered street The midpoint of the road is used as position Additionally you can position the address of the customer manually on the map see section Set geo location manually below 13 1 4 Warning Citylevel accuracy The address entered was not found on the map because it was either misspelled or there is no street information available for the location provided The center of the city or general vicinity will be used as position For bigger areas it is recommended to manually adjust the customer address on the map see section Set geo location manually below 13 1 5 Warning Address had to be m
82. n select and deselect the customer Carter Aaron m 7 18 2012 update email and telephone Cupertino 95014 4055 No call interval contacts Turner Thomas 7 1 2013 Bring 2013 catalog Saratoga 95070 0 of 60 days Call Ordered SELECTALL CLEAR SELECTION EDIT SELECTED To select all customers on the list at once click Select All Similarly Clear Selection removes all existing selections Disable Selection removes all selections and exits the selection mode Select Edit Selected to edit the selected customers You get to following page lt 4 t SCHEDULE CUSTOMERS APPOINTMENTS Edit 3 selected customers RESERVATION CALL PARAMETERS OTHER NO RESERVATIONS EDIT PLANNING EDIT CUSTOM PROPERTIES PARAMETERS INCLUDE IN SCHEDULE a E E oR er ee ere eer rer rrr DELETE EXCLUDE FROM SCHEDULE PTrrCrivrr rrr ee ere ree eee eee eer eee eer EDIT OPENING HOURS You will find the number of selected customers in the row below the navigation bar For selected customers mass editing allows e Including in or excluding from the schedule see also section Include customer in schedule on page 33 and Include in schedule on page 67 e Editing planning parameter and holidays analogous to section Scheduling parameters on page 71 e Editing business hours analogous to section Business hours on page 73 e Editing custom fields analogous to section Additional customer fields on page 68 e Deleting of customers
83. nd of the day and still return home in time Therefore the working hours are often not fully utilized You gain flexibility here by extending your end time of the work day a few minutes back set this in the con figuration For example If you want to arrive home at 5 00 PM o clock on average set your latest end of the day to 5 15 PM e In some cases it may happen that an additional customer could only be called with dis proportionately more travel time or the customer can be called with much less effort on one of the upcoming days Therefore portatour decides to take an early end of the day 2013 impactit GmbH 113 16 1 5 Why does the schedule not begin now but in a few minutes although I set schedule start to Now If a customer who should be called next has limited business hours there may be a waiting time before driving off because you would get there too early Use this as a time buffer you have at your disposal e g to driver slower or to prepare for meeting the customer 16 1 6 Why is a scheduled customer call outside of his business hours During scheduling portatour automatically focusses solely on the call start being within the business hours provided Exceeding business hours due to call duration is possible You can help your self by taking this into account when entering business hours set the closing time earlier Furthermore manually scheduled events may be completely out of business hours 16 1 7 Why doe
84. ness If you cannot find a unique field highlight several fields as key fields e g company name street and postcode In this case the combination of these fields must be unique for a single customer A maximum of 8 key fields is allowed If during the updating process portatour does not find an existing customer with matching key a new customer will be created Hint If the import file has been previously exported from portatour in Excel or Open document format see section Export customers on page 54 then all field assignments are already completed and the unique Portatour ID will be used as key field 2013 impactit GmbH 25 For all other assigned fields you can specify in the drop down menu whether to keep the value of the existing customer or to overwrite it with the value from the uploaded file If for example you only want to update the call interval field but want to make sure that existing notes are not overwritten select overwrite for the call interval and keep for the remaining fields The notes field of the import file is only used when a customer is newly created as a consequence of no cus tomer having a matching key If you only intend to update existing customers without creating new ones it suffices that your import file contains the key column e g customer number and the field to be updated e g call interval Prior to launching the actual importing process you get asummary on the last page o
85. ng scheduling of the upcoming weeks portatour assumes the previous weeks ran according to schedule This is generally a problem of long term planning unforeseen deviations during the work week make up the necessary rescheduling for the following week 16 2 Questions on the software and using it 16 2 1 How do I log into portatour if have forgotten username or password Click forgot password on the login page Then either enter your user name your email address or your mobile number and click reset You will receive a link with a security code via email and or SMS 2013 impactit GmbH 115 Use this code to set up a new password Your username will be shown on the next page 16 2 2 Why does loading pages take so long The loading time depends mainly on the mobile phone model connection speed and signal quality The loading time takes less than two seconds on average with either UMTS 3G or HSPA 3G con nection and normal signal quality If your phone only supports GPRS or if you are in an area where only GPRS is available the loading time increases to 2 6 seconds on average In the Options set Inter net connection to Keep for several minutes to speed up loading see section Internet connection on page 96 Furthermore older or simple mobile phones may have speed problems with encrypted data transfer SSL It is possible to turn off the encryption by editing the portatour web address replacing https at the beginning b
86. nt and create a new one in the customer detail view of the right customer 9 6 2 Appointment without customer reference If the appointment is not related to a customer for example a single appointment at the garage select Appointment from the navigation bar or navigation menu and then New Appointment You will see a menu where you specify the location reference of the appointment NEW APPOINTMENT X AT CUSTOM ADDRESS WITHOUT LOCATION e At Custom Address The address will be specified in the next window e At Home The appointment will take place at home e g vacation public holiday or an early end of work e Without Location The appointment is not bound to a location Subsequently the window for creating the appointment is displayed You can enter the subject of the appointment in the top line The appointment address may need to be typed in manually or set on the map see chapter Geo Location on page 100 9 7 Context menu for appointment list Common actions for appointments can be accessed directly via the context menu for appointment list On a desktop PC you can open the context menu by clicking the appointment with the right mouse button on devices with touch screen tap on the appointment for about 1 second 2013 impactit GmbH 82 ACTIONS x TOOK PLACE NOW NAVIGATION With Open you get to the detail page of the appointment see section Appointment detail page on page 78 Took Place No
87. nt will be set as flexible on the day in your calendar 2013 impactit GmbH 30 5 4 Map By clicking on the Map you get a geographical representation of the schedule including customers to be called and routes Note that this dynamic map view requires a powerful smartphone or tablet with a large touchscreen and at least a 3G internet connection SCHEDULE CUSTOMERS APPOINTMENTS Week 27 WESS Week 29 Week 30 nod acre E l O L rana Fairfax i PSS k he San Anselmo gt i t A ent ban a AA ae te 3 Mill Valley tinson a ee ae 2 each i ni S Belvedere Tiburon 6 Berkeley k L Muir Beach met E i E 7 30AM home You can move the map by moving your finger on the touch screen or dragging the mouse You can Zoom towards a spot on the map by double clicking it Alternatively you can use the two zoom buttons on the top left of the map You can switch between days in the schedule by clicking the desired date on the title bar The markers show the customers that need to be called while the color indicates the due date ge red overdue low due now not due blue appointment or point of departure arrival 2013 impactit GmbH 31 The icon displays the call time and whether the respective call is marked as reserved to be kept in schedule or is an appointment see section Edit schedule on the next page When clicking on a cust
88. odified The address entered was slightly modified by portatour to locate it on the map In most cases this situation results from different spellings of street or locality This has no effect on the accuracy of geo coding However check the suggested address You can find it above the map 13 1 6 Error Address could not be geocoded The address entered is unknown Please check again or conduct manual positioning on the map see section Set geo location manually below 13 2 Set geo location manually If the automatic geo coding does not deliver the desired result you can manually locate the customer on the map Simply click on the desired location on the map To facilitate locating the desired position on the map adjust the map scale using the Zoom buttons above the map You can move the map view by using the four arrow buttons in the respective dir ection On mobile phones with touch screen you can move the map by moving the finger or pen on the screen After selection the blue marker will be moved to the desired location and the map will be centered accordingly portatour displays the used address above the map Optionally you can copy this 2013 impactit GmbH 103 address into the address fields at customer appointment start location home location by clicking Enter this address above Click on Save to save the manual geo location and the new address 13 3 Determine GPS location GPS Zoom oom Al
89. omer marker an info bubble appears displaying summary information of the customer By clicking again or clicking on a different spot on the map the info bubble closes ie ai p Cook Patrick i Last call 4 22 2013 70 daysago Due 117 of the 60 day interwal special business hours Mon 9 00 AM 5 00 PM Tue 9 00 AM 5 00 PM 3 Fri 7 00 AM 1 00 PM Next call fl Wed 7 3 2015 12355PM 1 25PM According to call interval change L A click on the customer name navigates you to the customer detail page By clicking change you can change the reservation of the customer more on this in section Edit schedule on the next page The blue line shows the path of the sales route as beelines To switch to displaying actual routes on the road click on the blue Options icon in the top right corner of the map and select Schedule with routes The calculation of routes occurs on the portatour Server and takes 2 to 10 seconds depend ing on server capacity The footer shows the currently selected customer or the currently selected drive The selection is high lighted in dark blue on the map With the arrow keys lt and gt you can navigate to the preceding or following drives and customers according to schedule A click on the customer name opens the info bubble mentioned above You get back to the list view of the schedule using the back function in your browser or the lt lt lt button in the navigation bar For
90. one worksheet Choose the one containing the customers to import BEiel Metadata D Code Given Name Surname Ser 1 07100740730143 Sandra Career Carter Sandra Contra Costa 847 Brookside Drve _8478rc 5555G 175W 6 23104394330395 Vincent Sanders Sanders Vincent Santa ara 100 Skyport Drive 1005k o 21102152130037 Crystal Alen Alen Crystal Marn 1608 North San Pedro Road 160 8 North 11 43104394330320 Diana Watson Watson Diana Santa Clara 1290 Ridder Park Drive MC213 1290 Ridder I 13 48104880123331 Sullivan Kimberly 2301 Pennsylvania Avenue 2301 Penn e a e a a NEXT This step will be skipped automatically if only one worksheet with data is available 4 4 Select header row In the data preview click on the row with the column headings 2013 impactit GmbH 20 Does your file contain a header If yes select it Otherwise select No header C No header ID Code Given Name Surname Name County Street 1 07100740730143 847 Brookside Drive 5555 Giant Highway 6 23104394330395 Vincent Sanders Sanders Vincent Santa Clara 100 Skyport Drve 9 21102152130037 160 B North San Pedro Road 160 B North 11 43104394330320 Diana Watson Watson Diana Santa 48104880123331 Sullivan Kimberly In subsequent import steps the column headings are used as field description If your file does not have any headings select No headline In this case the columns are marke
91. onger scheduling periods above 7 days only if the you absolutely need the schedule for the following week s 5 7 4 Planning mode For the planning mode you can choose between Complete or Reservations amp appointments only In the complete mode the schedule includes both appointments and customers that had previously been included as well as excluded customers In the Reservations amp appointments only mode only customers marked to be included and appointments are added to the calculated schedule 5 7 5 Work break Here you can set whether your work break should be Scheduled today or whether you already had a work break today The settings from the portatour Options see section Work break settings on page 87 will be used to schedule breaks If breaks are generally switched off then this selection box will not be displayed 5 8 Warnings During the calculation of the schedule portatour can show warnings Subsequently the most com mon warnings are explained together with their causes and possible solutions 2013 impactit GmbH 39 UPDATE SCHEDULE The next visit will not start before 3 31 PM Therefore departure has been postponed to 3 17 PM 5 8 1 Reservations could not be scheduled This warning appears when you have reserved customers for call schedule calculation which could not be taken into account by portatour The reservations that have not been scheduled can be found in the Reservations list see section
92. ort Upload file Upload the file containing your customer data Supported formats Excel xls xlsx Open Office ods text csv txt Maximum file size 10MB Maximum number of customers 1000 The columns do not need to adhere to a predefined scheme File Choose Tile 4 UPLOAD Click Choose file or the adjacent icon and locate the file in the file selection dialog The supported formats are listed in the application Only the files that match the selected type will be displayed in the selection dialog Hint Complex filter or formulas in Excel files may potentially cause errors when importing the file If this is the case copy the cells of the source file and paste them as Values into a new Excel file using the Windows clipboard and then import this new file 2013 impactit GmbH 19 Hint For source files in CSV or TXT format you have to configure the separator and encoding of the file If you do not know the encoding try different options and check the preview of the data in the next steps If umlauts and special characters are not displayed correctly try using a different encoding Unicode UTF 8 US ASCII and Western European Windows are widespread 4 3 Select Worksheet If the source file is an Excel or OpenDocument file and has several worksheets select the worksheet from the customer data you want to import in this step K t SCHEDULE CUSTOMERS APPOINTMENTS Import Select Worksheet The file contains more than
93. our By clicking Edit address the appointment address is displayed in the edit mode Change the relevant address boxes and click Geocode For details on address geo coding and processing see section Geo Location on page 100 If the appointment is not location bound e g a telephone conference via mobile phone click Remove location This will enable portatour to schedule the appointment at any location usually on the way between two customer calls The appointment thus serves as time blocker where no fur ther calls can be made Optional data fields of the appointment are displayed in the Information section Press Accept to save your appointment changes 2013 impactit GmbH 81 9 6 Create appointment 9 6 1 Appointment with customer reference If you enter an appointment with an existing customer then look for the respective customer in port atour e g through customer search or alphabet index open the detail page of the customer and click Create Appointment in the Upcoming appointments section see section Upcoming appoint ments on page 68 The details of this new appointment can be adjusted and then Applied as described above If the customer is included in the current schedule by portatour the new appoint ment will be initialized with the scheduled time Retrospectively creating or changing the customer reference of an existing appointment is not pos sible In this case delete the old appointme
94. pecific date you can add a reservation to include customers in the schedule so that they have to be con sidered and optimally ranked by portatour in the schedule Open the customer detail page of the relevant customer see section Customers on page 43 In the Next Call section you will find the option Include in schedule NEXT CALL Fi According to call interval of 90 days Tue 07 02 2013 01 03 PM 01 53 PM Call Note Include in schedule Alternatively you can include customers on the map open the map see section Map on page 31 or Customer Map on page 55 and click on a customer marker An info bubble opens when you can click change and Keep in schedule or Include in schedule 2013 impactit GmbH 33 Walker Melinda Last call 4 16 2013 76 days ago _ Due 84 of the 90 day interval Next call According to call interval Remove reservation berry at 1 iin a Tih If you include customers in the schedule the customer is initially added to the reservation list See sec Include in next schedule Exclude from schedule tion Reservation list on page 36 and will be included during the next schedule update 5 6 2 Keep Fix customers for the schedule On the schedule you will find a drop down menu next to each customer through which you can set reservations to tell portatour how to deal with the customer during future schedule updates A 1 03 PM 1 53 PM Reyes Eric a
95. por tatour User Manual portatour Anywhere Last updated on 07 08 2013 2013 impactit GmbH SCHEDULE CUSTOMERS APPOINTMENTS Mon 06 RAGA Wed 08 Thu 09 Fri 10 Last call 2 14 2013 81 days ago Due 90 of the 90 day interval Next call Tue 5 7 2013 8 37AM 9 02AM According to call interval change 8 37AM 9 02AM Gray Joshua www portatour com Welcome to the future of sales route planning Dear Sales Representative we are pleased to provide a further means to facilitate your daily work From now on your personal expenses for sales route planning will be reduced considerably and in the future you will spend less time in the car while visiting more customers With portatour you have a mobile real time sales route planner that will revolutionize your current sales route planning portatour is fast portatour automatically creates a sales route proposal within seconds One push of a button is enough to receive an optimized schedule for the next days including exact times intelligent Besides customer data address business hours call urgency portatour considers in the sales route calculation the configured departure and overnight stay location appointments in your calendar and the working time available for client visits dynamic For the first time you can react to changes in the schedule Whether you have an urgent appointment or ha
96. quired Synchronization between the devices is not necessary portatour Anywhere does not have to be installed on the respective device but is rather accessed dir ectly by entering a web address into the web browser Therefore an active internet connection is necessary to use portatour Anywhere Presentation on different devices The presentation of content in portatour Anywhere is automatically adapted to the screen or win dow size of the respective web browser and appears in one two or three columns Typically the fol lowing applies 2013 impactit GmbH 9 e Onecolumn Smartphones in portrait format e Two columns Smartphones in landscape format tablets in portrait format e Three columns Tablets in landscape format desktop PCs and notebooks in full screen size There may be deviations depending on device type and size Screenshots in this manual are generally shown in three column mode The ones with different display modes are discussed separately 1 3 System requirements portatour Anywhere is programmed in HTML5 and requires a web browser that is sufficiently up to date e Desktop Browser such as Firefox 17 Chrome 23 Internet Explorer 10 e Smartphone und Tablets such as Android 4 iOS 6 Windows Phone 8 Please note the following requirements if you use portatour Anywhere on your mobile phone Internet access via GPRS better UMTS 3G HSPA 3G or LTE 4G Monthly data plan with 500 M
97. r field assignments will be avail able again for the next import in case the column headings of the source file remain unchanged 2013 impactit GmbH 24 4 6 2 Resolve import errors IMPORT FINISHED 259 customer s were created or updated 18 customer s with geocode warnings Following errors or warnings may occur in course of the importing process e Customers could not be located on the map exactly or not at all These customers can be found in the main menu in Geocoding see section Geo coding warnings on page 104 e Customers with incorrect data values in fields preview highlighted in red will still be imported but the incorrect values will be replaced by the default value or left blank e Customers without names are labeled lt no name gt 4 7 Update customers If you want to update existing customers select Customers gt Import gt Update customers Then select the file with the updated data Details on importing can be found in the section Field assignment on page 21 Merging of customers from the newly uploaded file with existing customers happens on the basis of one or more key fields specified in course of assigning fields Set the respective row to be a Key row using the drop down menu Target field Source column Update Preview Categories E Overwrite Customer nr ID hl Key ai 1 The customer number for example would be a good key field A key field requirement is unam biguous
98. re effective customer service Sincerely Your portatour Team represented by DI Matthias Grunberger Managing Director 2013 impactit GmbH 4 Table of contents 1 What is portatour Anywhere __ _ 2 02 02 0o cece cece cee eee e cece cece sees 8 1 1 Sales route planning _ 0 2 o eee eee eee eee eee eee ee eeeeeee 9 1 2 Runs in the browser 0 2 cece cece ccc cence cee eee LLL LLL LLL Laaa 9 1 3 System requirements _ 2 2 2 2 2 e eee eee ee eee ee cece e cece eee eeeeeceeeceeeeeee 10 2 First Use o bbb nbn ne eee eee ee 11 2 1 Your Access Link 000 bbb bbe bbb bbe eee eee 11 2 2 Set password ic ce scccesunsdducnvedacaduuecsauduadumeusniuseserecoucsiumcssteeracsthedswnsdaasuusente 11 2 3 User login in portatour Anywhere aoaaa aoaaa oaaao eee cece eee cece eee cee aLaaa 12 2 4 Generalinstructions a ao aoaaa aoaaa aaa ec eee eee eee cece eee 12 3 Menu structure ___ 0 220 eee eee 14 3 1 Main Ment 2 2 22 L LLL LLL LLL LLa 14 3 2 Popup window 2 02 22 e eee eee aLaaa LLALL Laaa Laaa aaa 15 4 Import customers _ _ 2 0 2 o ieee cee cece cece ee eee cece cece eee eeeeeeeeceeereesenees 18 4 1 Import Mode o aoaaa eee eee ee LALLA ALLAL Laaa Laaa 18 4 2 Choosefile 0 loll nee cece eee 19 4 3 Select Worksheet 22 00 00 oll LLL 20 4 4 Select header row 0 e cece ccc eee ence cence eens 20 4 5 Field assignment
99. rity in this selection The sales route plan presents all customers to be visited with exact time slots and the driving route for each day You may personalize this schedule by excluding proposed calls or adding additional appoint ments Let portatour optimize your updated schedule Start your tour After each customer call enter an optional call report at the push of a button 2013 impactit GmbH 8 You know best No matter how good a tour is planned unforeseen changes happen during the day Waiting time on site contacts that are not present or do not have time urgent appointments that have to be sandwiched in between and last but not least traffic incidents that disrupt original sched ules From now on you react by pushing a button and portatour updates your schedule starting from the current time amp location for the remaining workday 1 1 Sales route planning In course of the fully automated sales route planning portatour selects which customers to call while also optimizing the driving route portatour selects customer to call based on the following priorities e Fixed appointments in the calendar Fixed appointments in your calendar have the highest priority in sales route planning for port atour They can be customer calls as well as other activities e g a company meeting or going to a garage Appointments are scheduled in any case at the appointed time e Customer reservations Manually included customers ar
100. rlier first call 8 7 Enter call report Depending on the settings in Options gt Call Parameters gt Reporting gt Call reports by clicking Called now or Missed you will be prompted to enter the call report 2013 impactit GmbH 65 REPORT x for Turner Thomas Date Fri 06 28 2013 Y BE Start time 05 00 PM End Time 05 20 PM Subject Note Call Note SAVE Date Start time End time and Subject are pre filled automatically Adjust them if necessary Use the Note input box to enter a note of up to 255 characters In the Call Note field you can add important tasks that you would like to consider for the next call The X button deletes this note Click Save to save the call report and is available for later review in the customer detail page at Last Report 8 8 Next call In this section you can see when the customer should be called the next time as well as a brief reminder Call note about important tasks that you would want to consider during the next call NEXT CALL P According to call interval of 60 days gt Bring 2013 catalog Include in schedule By clicking the edit symbol P following menu will be shown 2013 impactit GmbH 66 NEXT CALL x ACCORDING TO CALL INTERVAL OF 60 DAYS ONE TIME 7 DAYS INCLUDE IN SCHEDULE EXCLUDE FROM SCHEDULE AS STARTING LOCATION EDIT CALL NOTE Through the last point in this menu Edit Call Note the call note can be chang
101. s atime slot reserved for sales rep visits e From the call interval set and the last call portatour calculates the call urgency In only very rare cases it is advisable to visit all customers at the same interval Therefore you can see portatour as an opportunity to examine the current customer classification for plausibility or create a new classification with individual call intervals suited for each customer category e Enter the estimated call duration for your customers Review how this influences schedules in everyday life and adjust the values as needed Electronic Calendar In the future use the portatour calendar for dates outside the call activity such as e Business appointments meetings in the office pick up advertising material from the warehouse n e Errands during the day doctor visits e Longer lasting telephone calls conference call e Meetings after work or a planned overnight stay on the way hotel You will be pleasantly surprised how much driving time the consequent and complete use of your cal endar will save you in the future 2013 impactit GmbH 3 We are confident that this User Manual will provide you with a good orientation and enrolment for portatour If you have further suggestions please send them to the portatour Team via feed back portatour net We wish that portatour does not only simplify your work as daily companion but also increases your turnover through mo
102. s the travel time in the schedule not correspond to reality portatour uses a tested default speed profile for route planning which largely corresponds to reality If you realize during daily use of portatour that you regularly lie outside of the scheduled journey times you have the option to adapt the average speed used for calculation Adapt the Driving speed settings for city road country road and highway part of the User settings according to your driving style Up to date traffic announcements are not yet considered by portatour in this release 16 1 8 Why do I get different schedules if click on update twice in a row without changing any thing The calculation of an optimal schedule for several days with a large number of customers is math ematically a very complex operation where billions of possibilities have to be considered Even high performance computers are not able to perform this task in foreseeable time which means that optim ized approximation methods have to be used Through this portatour is able to find several very good schedules which are close to the optimum Since there are several very good schedules it cannot be guaranteed that the same is found and returned every time 16 1 9 Why do I get a schedule with no or only few customers This can have several causes e You have not yet imported any customers into portatour e All your customers are set to manual planning e No business hours are set for yo
103. seeeeeseeees 65 8 8 Next call 0 e cece cece eee e cece eee c neces ce LDAA aLaaa aLaaa anaana annan 66 8 9 Upcoming appointments 2 2 ele ee eee eee eee cece eee cece cree ereeeeeeeneeeees 68 8 10 Additional customer fields 00 o lec cece cece ec eee cee c eee ceeeescesseecceceesees 68 8 11 Last Report 0202 2 eee cceeeeee ec eee e cece e cence ence ceeeeereeereeeeeees 69 8 12 Scheduling parameters 22 2 o cece eee aana aaoo aaa cece cece cece ceecescesceceecesceeeees 71 8 13 Business hours ceca a ee Ss be ew Seca Laid ewe e tees 73 8 14 Create customers _ 22 ieee cece eee cece cece cece ec ec en cece ncececcececcecacccceceeeecenees 75 8 15 Delete customer _ 02 2 2 aoaaa eee cece aa aLaaa LLALL DDAL LLALL DDALL DDALL Laa Loann aaa 77 9 Appointments 2 00 aaaaa lee eee cee eee eee e eee eee LDDP eeeeeceseeeeeeeees 78 9 1 Appointment list lt 4 cece sees Soccer sede tesens See eeeoaeence paeosseemeeuesseceeseecee an ceeeecee 78 9 2 Appointment detail page 2 eee cece aa aana cece cece eee ccecceceecesceseeeeees 78 9 3 Appointment took place 2 22 cece eee aLaaa aLaaa LLa a Laaa oaan aaa 79 9 4 Delete appointment 2 llc cece cece cece cee aaan cecceceeceeceeceseeceeees 79 9 5 Edit appointment 22 2 02222 aaa aao aa eee cee eee LLLA LLDD LLALL DDAL Daa ooann aaa 79 9 6 Create appointment 2 2 cece cece cece cece eee cece cece cece ce
104. tail page for as long as a successful call will replace it 8 6 1 New customers For new customers i e customers not called yet you will find the additional note Activated on LAST CALL F not called yet Activated on Fri 06 28 2013 b Called now Missed The date the customer has been created or activated for portatour is displayed as activation date by default This date is used to calculate the call urgency of new customers From the activation date on portatour calculates an optimized schedule for the new customer For example a new customer that has been activated for portatour on the 06 01 2012 with a call interval of 60 days will usually be scheduled between 06 01 2012 and 07 30 2012 at the latest The actual day for the first call will be selected by portatour according to an optimized schedule which depends on the geographical location of the customer and the call urgency of existing cus tomers After the initial call future calls will be schedules based on the date of the last call and the call interval The indication Activated on will be hidden because it is no longer relevant to call urgency You can change this date with B gt Change Activation Date Hint If you set the date in the future then scheduling the initial call will start from this date onwards at the earliest If you set the activation date in the past you generate higher call urgency for this new customer thereby scheduling an ea
105. ted The schedule is displayed for one work day Switching to another day is done by clicking to the desired date in the orange title bar If you have scheduled more than 7 days days will be grouped by calendar weeks to have a better overview er Week 28 Week 29 Week 30 10 20 AM home 3 min for 19 2 mito Concord 94520 nm 10 43 AM 11 23 AM White Brett At the end of the list you will find the daily summary of remaining miles or kilometers and customer calls If you do not need the drive information between customers you can hide them with Hide trips in the program settings Schedule on page 95 They can be displayed again with Show trips To display the due date urgency of the call with an icon next to the customer and according to call interval select Show urgency from the program settings Schedule on page 95 Information on call urgency and related icons can be found in the section Due customers on page 48 and Icons in cus tomer lists on page 51 They are removed again with Hide urgency With the option Delete schedule you delete the whole schedule and all reservations For safety reas ons portatour asks you to confirm this step To create an appointment in your calendar for each fixed call see section Keep Fix customers for the schedule on page 34 click Convert fixed reservations to appointments For calls that have only been fixed by day Fixed Date the corresponding appointme
106. tered address remains the starting location until you select another option e g Last customer e Start from a specific customer You can select any customer as starting point However selec tion takes place in the customer detail view of the desired customer rather than in the schedul ing parameters To do so open the customer detail view of the respective customer details on locating and displaying customers can be found in Customers on page 43 In the section Next Call you can find the option As Starting Location Select this option and update the schedule 5 7 2 Start time By default the schedule is calculated from the pointin time when you click Update schedule The selec tion box shows Now Outside of defined business hours portatour uses the start of your next work ing day as start time The start time can be moved in 15 minute intervals if for example you carry out the calculation during lunch break or in course of a customer call preparation and can therefore not drive off immediately Similarly you can use one of the 31 upcoming days as starting point The start of your work day set in the options will be used as start time see section Working hours on page 86 5 7 3 Duration portatour schedules 7 days by default and only includes days with registered business hours see sec tion Working hours on page 86 7 days is the recommended setting because each day of the week is scheduled exactly once 2013 i
107. tically Please note that in the portatour Report see section portatour Report on page 108 calls are only shown and evaluated if they have previously been recorded by a call report 11 8 2 Call Reports when missed If you want to report unsuccessful call attempts in the portatour report where no contact has been encountered select the option Ask every time or Create and open automatically from the drop down menu when missed 11 8 3 Call times In the Call times drop down menu you can determine whether only the date should be saved or the time of the call as well Please note that without providing the time some statistics are not possible in the portatour Report see section portatour Report on page 108 Press Save to save your changes 2013 impactit GmbH 94 11 9 Program settings By clicking Program settings you can personalize the display of data in portatour PROGRAM SETTINGS x SCHEDULE GPS NAVIGATION Show trips Google Maps navigation show opening hours INTERNET CONNECTION im i ol Hide urgency Keep for several minutes Automatic starting location LANGUAGE AND REGION CUSTOMER LIST English US T Show location Info U S miles ANMELDUNG ERLAUBEN nur f r mich ia SAVE 11 9 1 Schedule With Show trips the drives are displayed by portatour in the schedule including destination dis tance and duration between stops If you want to hide th
108. tion Reservation list on the next page There you can remove the exclusion reservation at a later point in time After recording a call of a customer reservations are automatically removed see section Last Call on page 63 A reservation Keep in schedule Fixed date Fixed time and date Exclude from schedule can be removed by selecting the default setting No reservation from the drop down menu Through this the common portatour scheduling automatism based on call intervals comes back into operation In the footer of the schedule you will also find a drop down menu by which you can set reservations for all currently displayed customers of this day Similar to editing a reservation in the schedule list it can be changed on the map The choices are avail able by clicking change in the info bubble of a customer call Miller Derek Call note show new product factsheet i mo Last call 2 27 2013 124 days ago a Clyde Due 136 of the 90 day interval Next call Tue 7 2 2013 11 32AM 1222PM According to call interval Keep in schedule Fix day L ePad T Fix day and time Exclude from next schedule Remove reservation You can see the current reservation status in the second row of the customer icon where following abbreviations are used 2013 impactit GmbH 35 keep Keep in schedule d fix Fix date t fix Fix time and date excl Exclude from next schedule 5 6 3 Reserva
109. tion list The reservation list can be edited by clicking the Reservations menu item at the schedule lt 4 oO SCHEDULE CUSTOMERS APPOINTMENTS 03 ay Scheduling parameters Reservations 2 Update schedule It contains the customers with reservations that have either not yet been scheduled update needed could not be scheduled warning during update or have been excluded from the schedule The num ber in parenthesis next to the menu item indicates how many reservations the list contains Cook Dana 95118 San Jose Mitchell Shawn 94086 Sunnyvale SAVE Similar to the way it works in the schedule the reservations can be changed by selecting an option in the drop down menu Removing reservations works either individually by selecting No reservation or collectively through the menu item Delete all Confirm the changes by clicking Save By clicking Cancel immediate changes in the list are discarded and you return to the schedule 5 7 Scheduling parameters portatour schedules the current and six further calendar days by default taking into account the home location provided as start and end point of your sales route The subsequent parameters can be altered individually on the Scheduling parameters page 2013 impactit GmbH 36 SCHEDULING PARAMETERS Starting location Last customer appointment Start time Now we Duration days planning mode Complete se Work break Schedule tod
110. tomers that match your criteria will be displayed in the customer list Search examples e You are looking for customers with first name Max o Name contains all Max custom filter e You are looking for customers in the ZIP code area 14xxx o ZIP starts with 14 custom filter e You are looking for customers in Portland that are due or overdue o City starts with Portland custom filter o Urgency due or overdue predefined filter To edit all customers found in one step use Select All and Edit Selected More information on the selection mode can be found in the Selection mode and mass editing on page 52 section 6 3 Saved Searches In Saved Searches you have the option to run preset queries from portatour on one hand On the other hand you also have the option to run save and reuse your own frequently recurring searches Confirm the Saved button in the search bar All preset saved searches are listed The sub menu Mine at the bottom forwards you to the management interface of your saved searches 2013 impactit GmbH 46 SAVED SEARCHES x CUSTOMERS BY LAST CALL DUE CUSTOMERS NEW CUSTOMERS MANUALLY PLANNED CUSTOMERS Continue to learn about the preset saved searches 6 3 1 Customers by last call Select the saved search Customers by last call from the customer menu to view your customers ranked by the date of the last call in descending order K t SCHEDULE CUSTOMERS APPOINTMENTS Q amp
111. ts in the same building portatour thus staggers the markers a few meters apart on the map Therefore the position no longer corresponds to the exact geographical location but all markers are visible and clickable 7 1 Options On the top right of the map you can open the option menu by clicking on the blue icon Options Schedule with beelines Schedule with routes Hide schedule Show all customers Only due customers Hide customers Auto adjust view 7 1 1 Schedule In the first section you can select whether or how you want the schedule to be displayed on the map The map displays the drives on the selected day either in beelines or in routes which are visualized as blue trace The calculation of the exact route for the whole schedule happens on the portatour Server and takes around 2 to 10 seconds depending on route distance and server capacity For customers who are scheduled on the currently selected day the marker displays call time instead of call date More information on the schedule map view can be found in section Map on page 31 7 1 2 Customers In the second section you can select whether or which customers you want to be displayed on the map With Only due customers you limit the display to those customers who are due or already overdue according to the call interval e g yellow and red markers 2013 impactit GmbH 56 7 1 3 Auto adjust view portatour automatically adjusts the map
112. tt Jamie m 11 14 2012 San Rafael 94901 56327 No call interval C Car Repair m new customer Alameda 94609 First call due Acustomer is to be scheduled manually if the planning mode is switched from automatic scheduling to manual scheduling or if business hours are not set for the customer portatour highlights cus tomers to be scheduled manually by an m in the customer list m means that the customer call is already overdue but you have to schedule the customer yourself Create an appointment with the customer see section Create appointment on page 82 or include the customer using a reservation see sections Include customer in schedule on page 33 und Include in schedule on page 67 6 3 5 My saved searches Saved searches are useful for customer categorization e g by postcode region industry importance We recommend to save frequently repeated searched in My Saved Searches First run an Extended Search that meets your expectations Then click Saved in the search bar and select the sub menu Mine 2013 impactit GmbH 49 A list of saved searches will be displayed Initially this list is empty MY SAVED SEARCHES X SAVE SEARCH Click Save Search and enter a name for the saved search Then click Save SAVE SEARCH x SAVE CANCEL To load and run a saved search at a later point in time click Saved in the search bar and then Mine Select the search from the list of your saved searches MY SAVE
113. ttings defining which days of the week can be sched uled by portatour for an overnight stay on the way Additionally you can set the minimum distance between home and the accommodation portatour only schedules an overnight stay on the way if the drive back home at the end of the day is longer than the distance in Miles or the duration in Minutes Note that portatour does not schedule a stay overnight simply because you allow it on certain week days An overnight stay on the way must meet the minimum distance criteria above and also bring rel evant benefits in terms of saving time to be suggested by portatour If you have preferred locations for overnight stays in your territory e g favorite hotels or hotels with special rates you can additionally specify within which maximum travel duration this preferred loc ation for overnight stays should be selected The management of these locations is explained in sec tion My Places on page 84 If after a customer call portatour does not find your preferred location for an overnight stay within the travel distance the schedule ends at the last customer The choice of a hotel nearby is yours Hint If you want to stay overnight at a specific location e g your favorite hotel you can create an appointment at the end of the working day e g 18 19 o clock with the exact accommodation address see section Create appointment on page 82 which lasts until departure t
114. uling parameters available on the customer detail page there is the Due after set ting Enter the minimum duration of a call interval that must have elapsed to determine when port atour can schedule the next call with this customer i e when a customer is due for a call 70 means that a customer with a preferred call interval of 30 days will be taken into consideration by portatour only 21 days after the last call at the earliest Select one of the percentages proposed or select Custom to manually enter a number between 0 and 100 Remember that the lower the value the greater the leeway for the next customer call and the greater the scope for sales route optimization by portatour 11 6 2 Appointment leeway In the Appointment leeway you can determine whether appointments in your portatour calendar should be scheduled exactly according to the appointment time zero leeway by default or whether you provide portatour with an appointment leeway for the purpose of flexibility and sales route optimization e g 30 minutes leeway To do so select a given value from the drop down menu or enter a duration in minutes by selecting Custom Changing this setting only affects newly created appointments from this point onwards and can addi tionally be re adjusted after each newly created appointment see section Edit appointment on page 79 This setting does not impact appointments that have already been created 2013 imp
115. ur customers e Inthe portatour user settings your working hours are not entered or very limited e Scheduling took place shortly before the end of working hours Thus for the current day it is no longer possible to complete at least one customer call including travel and returning home prior to the end of working hours e The Schedule Parameter planning mode is set to only reservations and appointments But you have not included any customers or entered any appointments into the calendar for the next few days e All your customers are new customers no last call and the activation date is in the future 2013 impactit GmbH 114 e None of your customers is due for a call because all customers have been called recently The call urgency barrier is describedin Options gt Scheduling parameters e Your home location is geo coded incorrectly so that your customers are too far away to be reached within the time scheduled 16 1 10 How can I move customers in the schedule Manually moving a customer is not possible directly If you want to call a customer on a specific date or within a specific time frame create an appointment for this customer see section and update the schedule If the customer had already been suggested in the schedule the newly created appointment will be initialized with the scheduled time 16 1 11 How can set public holidays and vacation as work free days enter a day off as an appointment in the Salesforce
116. uration Default 20 min Holiday from Mon 08 26 2013 Holiday until Mon 09 02 2013 F SAVE If you want to apply the default portatour Options see section Scheduling parameters of cus tomers on page 91 for this customer select Default from the Options drop down menu 8 12 1 Schedule Calls Automatically Manually Customers can be Automatically scheduled by portatour according to call urgency Call urgency is determined by the period between the last call and the current date and in turn compared with the call interval specified If the schedule is set to Manually customers will only be scheduled if customer appointments have been created see section Upcoming appointments on page 68 or if customers are included by reser vation in the schedule see section Include customer in schedule on page 33 or Include in schedule on page 67 8 12 2 Call interval You can specify customer call frequency by using the call interval in days You can either select one of the intervals suggested in the drop down menu or enter a value between 7 and 730 days between weekly and 2 yearly If you cannot find your desired interval select Custom at the bottom of the drop down menu Now you can manually enter the interval in days Call interval days If you do not want to call your customers regularly but consider calling customers only when neces sary set call interval to None Use reservations or appointments
117. ustomers In the navigation bar go to the customer list and click on the New customer button lt 4 t SCHEDULE CUSTOMERS AFPOINTMENTS QO i Search ABC New customer The input from will be shown with the Master Data of the new customer 2013 impactit GmbH 75 NEW CUSTOMER x Name GPS Zoom Zoom E En o e t a ane Street ie f E3 T Pali i E D City g i OE State T E 7 ye F ie Pe ZIP he Ist St A Country F USA GEOCODE SAVE CANCEL Entering the address and geo coding is analogous to editing an existing customer see section Edit address on page 59 Depending on the configuration of custom fields of customers see section Additional customer fields on page 68 the input form may be extended by further sections You can provide this addi tional information yourself INFORMATION Customer n Mobile Email URL Note Setting mandatory fields may be is necessary prior to saving a new customer After Saving the entry the new customer is created in the portatour database and further fields can be edited such as Scheduling parameters 2013 impactit GmbH 76 8 15 Delete customer By clicking Delete the customer will be deleted after a confirmation 2013 impactit GmbH 7 9 Appointments portatour provides you with an appointment calendar whereyou can add all location based appoint ments
118. ustomers and there is not enough time to keep up with the call inter val you have set as a goal portatour will still try to meet the call intervals but effectively the cus tomers will be visited in a prolonged call interval The ratio remains protected e g a 30 day customer is visited twice as often as a 60 day customer If on the other hand the number of customers is too low portatour will use the freed time to schedule more customers visiting customers starting with the lower limit of call urgency see section Urgency on page 92 This could lead to a 30 day customer being visited every 25 days 16 1 3 Why is my working schedule extended or my work break cancelled The compliance with appointments you have entered manually has a higher priority than complying with the configured working hours or work break If you have an appointment early in the morning the start of the day will be scheduled early in order to arrive on time If you have an appointment in the evening the working schedule will be extended accordingly If you have entered an appointment in the work break time frame the work break will be cancelled 16 1 4 Why are my working hours not used to the full extent at the end of the day There could be two reasons Basically the end of working hours configured in portatour is regarded as the latest return time home with the exception of appointments e In many cases it is not possible to schedule another customer at the e
119. ve to cancel a scheduled customer call portatour adopts the changed requirements and turns them within seconds into a newly optimized schedule a mobile portatour runs on your mobile phone You will always have key customer information at hand addresses street maps business hours and selected call data 2013 impactit GmbH 2 Before you start This manual explains step by step how to set up and effectively use portatour in the daily routine of your field sales work It is particularly important to us that you have more time for customer service by using portatour Therefore we would like to give some tips in advance You profit from portatour most when the quality of the data used for calculating your sales route plan is correct Our recommendation is e Make sure that the data of your customers is complete and current e Keep your electronic schedule up to date You get your well invested time for setting up portatour back every day due to automatic optimized Sales route scheduling Customer Data You import your customer data which will be the basis for sales route planning As field sales force you know your customers best and recognize individual support requirements Therefore check and update customer data by taking into account following points e The more accurate customer addresses are the more accurate the schedule e Use the option to define business hours also when a customer is open throughout but ha
120. view and zoom level by default so that the desired cus tomers or routes are in the display area You willnotice this when switching between days in the sched ule In some cases it can be helpful that portatour does not automatically change the map view you set up Untick Auto adjust view to keep your configured view In the footer of the map you will sub sequently have a button to zoom on the currently selected customer or route 7 2 Location If your smartphone or tablet has a compatible GPS module a location button will be displayed on the top right of the map Activate by clicking this button in order to view your current location as a black amp white icon on the map Before using your location you will be asked by your smartphone or tablet whether you grant port atour access to your location data Answer this question with Yes Note that the location determ ination may take a few seconds depending on the availability of a GPS signal The location marker remains active until you click again on the location button to deactivate it or leave the map page 2013 impactit GmbH 57 8 Customer detail page The detail view of individual Customers is split into several sections lt 4 t SCHEDULE CUSTOMERS APPOINTMENTS ADDRESS LAST CALL g LAST REPORT Turner Thomas Sun 04 28 2013 13 44PM 19600 Via Escuela l Zr Saratoga CA 95070 A lao ee M j SCHEDULING PARAMETERS gL Show map 3 Navigation ee
121. w highlights the appointment as having taken place Appointment took place on page 79 Navigation launches the navigation program of your device with the address of the selected appoint ment see section Appointment detail page on page 78 All actions are also accessible via the appointment detail page section Appointment detail page on page 78 2013 impactit GmbH 83 10 My Places In addition to customers it is recommended to include important addresses which are approached during working hours and should therefore be included in sales route planning as contact They can be of professional nature e g corporate headquarters product stock warehouse garage meeting places preferred hotels etc as well as of private nature e g home location second residence school kindergarten etc You can manage these important addresses through My Places in the navigation menu K t SCHEDULE CUSTOMERS APPOINTMENTS 9 A New place i Map Best Western Plus Garden Inn m new customer Santa Rosa First call due Santa Rosa 95404 Company HQ m new customer San Francisco 94102 First call due Hallmark Inn Davis m new customer Davis 95616 First call due Home m new customer Oakland 94618 First call due Ramada Limited Santa Clara m new customer Santa Clara 95050 First call due To create a new place click New place The process is analogous to customers see section Create cus tomers on page 7
122. y http However we do not recommend this since your data will be transferred without encryption and can therefore be misused or read by third parties 16 2 3 Why do I see the message Loading without anything happening With weak mobile phone signal it may happen that the data connection is lost and thus pages cannot be loaded If a new page is not displayed after 30 seconds click on the original link again which will restart the transfer and possibly established a new data connection If this does not help restart either the web browser on the mobile phone or the mobile phone itself In the Options set Internet connection to Keep for several minutes to speed up loading see section Internet connection on page 96 consequently reducing the probability of connections interruptions 16 2 4 How can set the correct time inportatour Anywhere portatour automatically uses the time set on your mobile phone However some models have dif ficulties with transferring the daylight saving time and time zone If the time in portatour differs by whole hours turn off summer time on your mobile phone set the time zone to GMT 0 00 and then the phone time to the current time 16 2 5 Can I be monitored by portatour through the GPS function on my mobile phone No Only you can make use of the GPS function on your mobile phone to determine your location for geo coding e g starting point of sales route home location Remote retr
123. you are prompted to cre ate a call report 9 4 Delete appointment Click on Delete to irrevocably delete an appointment from portatour Anywhere A confirmation mes sage will show The delete function can be disabled depending on the configuration 9 5 Edit appointment To edit an appointment open the appointment details page and click on the edit icon rA All icons open the same window for editing 2013 impactit GmbH 79 EDIT APPOINTMENT SUBJECT ADDRESS 19600 Via Escuela Turner Thomas Saratoga CA 95070 DATE 7 TIME neate waaa 2 schedule With leeway v Date Start med 091 30 AM time Leeway 30 y minutes Duration 20 minutes INFORMATION Offer bulk sales contract Note A SAVE CANCEL You can change the subject date and time settings In the schedule drop down menu you can spe cify whether you want to give portatour a leeway for flexibility and sales route optimization pur poses You have the option between On time With leeway and Flexible on the day If the appointment is assigned to a customer With leeway is set and this customer has limited business hours on the appointment day then the business hours will be considered as additional bounds The Date of the appointment is set in the drop down menu By clicking on Calendar an additional cal endar view to select the date appears 2013 impactit GmbH 80 Date Mo 07 01 2013 lt lt July 2013 gt gt Mo Tu W

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