This guide is intended for back-office administrators who will be sending routes and managing photos and forms created by drivers using Trimble Smart Workflow on their mobile devices. It assumes the fleet has completed the setup process between Smart Workflow and DRTrack. 


Send Routes to Drivers

To create routes for Smart Workflow, first build them in DRTrack’s Route Board. Once you have finished building routes, export them to Smart Workflow from the Route Board or Route Calendar, located in the Dispatch menu. In order for a route to properly export to Smart Workflow:

  • A Driver and an Asset must be assigned to the route.
  • Assets must be created in DRTrack. If AssetIDs are defined in the Truck Master they will be used when creating routes and will be pre-assigned. If no AssetID is defined in the Truck Master, a manual selection of Asset must be done prior to exporting the route.


To export a route to Smart Workflow:

  1. Navigate to Dispatch > Routes.

  2. Assign Drivers and Devices.

  3. Check the boxes next to all routes you wish to export to Trimble Smart Workflow.

  4. When you have selected all the routes you wish to export, click Export > Export To Trimble Smart Workflow.


How to Confirm the Driver Received the Route

  1. After the route is sent from DRTrack, an arrow appears next to each route you have exported to show that it has been sent. 
  2. In a few minutes or less, the driver should see the route appear in the Trip Selection screen in Smart Workflow. The trip is titled with the Route # from DRTrack. (In this example, the name is West Princeton.)

 

Receive Trip Information from Drivers

During the trip, the driver captures a wide range of information in Smart Workflow that is later visible in DRTrack. This information is displayed in the Order Details for each stop on the route. 

  1. In DRTrack, navigate to Dispatch > Routes and select a Route # to open the Stop Summary. 
  2. To view an Order Detail Summary (Details) for any stop, select the OrderID, or select the Sequence# (SEQ).


Order Details

The order details captured by Trimble Smart Workflow are described below.


1: Arrival/Departure Times

The actual arrival and departure times at the stop are shown at the top of the Order Details screen. In Smart Workflow, arrival and departure are triggered when either the driver crosses the mapped geofence around the location, if a geofence exists, or when they manually tap the depart or arrive button.

 

Manual depart and arrive buttons in Smart Workflow


2/3/4: Actual Quantities Delivered, Driver Comments, Photos

The Act Value column in DRTrack shows the actual quantities of product delivered. Under User Fields in DRTrack, Special Instructions and Item Description include any comments from the driver. Under Camera Attachments in DRTrack, you will see photos taken for proof of delivery or any other reason.


All of this information is entered by the driver in the Line Details screen of Smart Workflow.


Order Line Details Screen in Smart Workflow


5: Signatures

Proof of delivery (POD) signatures are available at the bottom of the Order Details screen in DRTrack. The driver captures signatures in the POD screen, which is the final step in completing a stop in Smart Workflow.


The POD screen in Smart Workflow