After installing FieldKo and setting up users, the next step is to configure the FieldKo application settings to align with your business requirements. FieldKo comes with flexible settings that allow admins to tailor features like attendance tracking, geolocation (geo-fencing), offline sync preferences, and more. This article guides you through key FieldKo configuration tasks.
Accessing FieldKo Configuration
Most FieldKo settings can be configured via the FieldKo app’s admin interface or through custom settings provided by the package. To access the configuration:
Launch the FieldKo app from the App Launcher (ensure you are logged in as a FieldKo administrator with the correct permissions).
Look for a tab or section labeled FieldKo Settings or Administration. This could be a Lightning page that consolidates configuration options (for example, a custom Visualforce or Lightning Component provided by FieldKo to manage settings).
If no obvious settings UI is present, check Setup > Custom Settings for a setting bundle (e.g., “FieldKo Config”) or Setup > Custom Metadata Types for FieldKo configuration records. FieldKo might use these behind the scenes. Typically, though, FieldKo provides a user-friendly interface for admins to adjust common settings.
Once you’ve located the configuration area, proceed with setting the following important options:
Attendance Tracking Settings
FieldKo includes an automated attendance tracking feature that logs user login/logout times and locations. You can configure the parameters of this feature:
Working Hours Window: Define the hours during which attendance should be tracked. For example, you might set the tracking window from 07:00 to 17:00 (7 AM to 5 PM) each day. FieldKo will then automatically capture check-in/out data during those hours and ignore activity outside of it. This prevents logging off-hours device usage as work time.
In the settings UI, find fields for “Start of Workday” and “End of Workday” or similar, and set them to your standard work day times. Some orgs might leave this open 24/7, but if you want to focus on specific shifts, set the range accordingly.
Auto Check-in/Out or Manual: Determine if you want FieldKo to auto-capture attendance or require users to explicitly check in/out. FieldKo’s automated tracking can log when the mobile app is launched (login time) and when the user closes or after a period of inactivity (logout). Ensure this is enabled if you want true automated timesheets. If disabled, users might have to hit a “Start Day/End Day” button in the app.
Data Access: The attendance records themselves may be stored in a custom object (perhaps called “Attendance” or as part of user session logs). Decide who can view these. By default, likely only admins or managers can see raw attendance logs. This can be configured via permission sets (if a separate object) and sharing. There might be a setting like “Managers can view team attendance: Yes/No.”
Note: FieldKo’s attendance tracking is entirely automated using the mobile app’s data, so once configured, there’s little manual effort. One of FieldKo’s selling points is eliminating manual time tracking, as it can capture login/logout times and locations automatically for each user.
Geolocation and Geo-fencing Settings
FieldKo leverages GPS location to ensure field reps are at the correct store when performing visits. Admins can configure geo-fencing rules to drive compliance:
Store Coordinates: First, make sure all store Accounts in Salesforce have accurate latitude and longitude values. FieldKo uses the Account’s lat/long to calculate the distance of the user’s device during check-in. Load these coordinates via data import or Salesforce’s geocoding feature. (Salesforce standard addresses can be geocoded – consider running a batch geocode or importing coordinates from an external source if not already populated.)
Geo-fence Distance Threshold: Set the acceptable distance variance for check-ins. For example, you might require that users be within 500 meters of the store’s location to allow a check-in. FieldKo allows you to configure this threshold. If a user attempts to check in outside this radius, the app will warn them or block the check-in according to your setting.
In the FieldKo settings UI, look for a setting like “Check-in Radius” or “Geo-fence Distance”. Set it to your desired value (e.g., 0.5 km). Some orgs use 1 km or a similar buffer; choose what makes sense for your business (stricter if you want to enforce physically being at the location, or looser if GPS accuracy is a concern).
There may also be an option to simply warn vs. hard block. FieldKo’s demo showed a prompt if someone is far away, allowing them to confirm or cancel. Decide if you allow override. A typical setup is to warn the user and notify management, but still allow an override in case the GPS is slightly off.
Geo-fence Alerts to Managers: FieldKo can integrate with Salesforce Flow or standard notifications to alert managers when geo-fence rules are broken (e.g., someone checked in far from the store). While this might not be a one-click “setting,” you can configure an automation rule for it:
FieldKo may provide a sample Flow or an Apex trigger for this. Check if a template flow is included. Activate or adapt it according to your needs.
If not provided, you can create a Flow on the Visit object: “When a Visit record is checked in, if distance > threshold, send an email or chatter post to manager.”
By configuring geo-fencing, you reinforce field discipline. The app will warn the user if they attempt to check in far from the account’s location, helping ensure visits are done at the correct place, and you’ll have the data to back it up (each check-in record will contain GPS coordinates of the user vs. the store).
Data Sync and Offline Preferences
FieldKo provides full offline capability on the FieldKo mobile app. All data can be captured without internet and later synced. You have a few settings to consider here (the next article covers offline use in detail, but we’ll discuss admin configuration aspects):
Automatic Sync Interval: Determine if the mobile app should auto-sync in the background and how frequently. FieldKo recommends enabling background sync so data flows to Salesforce in near real-time when connectivity is available. There might be a setting on the mobile app or in FieldKo’s server config for “Auto Sync = On/Off” and possibly a frequency (e.g., every 15 minutes). Enable auto-sync for convenience unless users have limited data plans and you prefer manual sync.
Sync on Launch/Close: You may have options like “Sync on App Launch” or “Sync on Logout.” These ensure that whenever a user opens the app or closes it, a sync event happens. Enabling these is usually good practice so that new assignments are pulled in at start of day and all completed work is pushed at end of day.
Data Download Scope: Confirm what data is being synced to devices. FieldKo likely handles this automatically – e.g., each user gets their own Visits, Tasks, and related data. In some cases, you might configure a cutoff (for example, only sync the next 2 weeks of visits, or only active tasks). If FieldKo exposes settings for data scope, adjust them to balance completeness vs. performance. For instance, an admin might limit syncing of older completed records to 30 days’ history on the device, to save space.
Monitoring Sync: As an admin, you can monitor sync activity from the desktop side. FieldKo provides the ability to monitor sync performance. Check the Sync Activity tab that shows when users last synced, or any errors.
By fine-tuning sync settings, you ensure that the offline experience is optimised – data is current on the device when they go offline, and updates return to Salesforce smoothly when back online. We will discuss more user-side offline tips in the Data Sync and Offline Settings article, but as an admin, simply ensure the defaults (which are usually sensible) match your org’s needs.
Miscellaneous FieldKo Configurations
There are a few additional configurations and customisations you should consider during setup:
Visits and Call Cycles: FieldKo supports visit planning and recurring visit schedules (Call Cycles) out-of-the-box. As an admin, you might need to configure the length of call cycles or enable recurring visits:
For example, you might set the default call cycle period (e.g., 4 weeks) or enable the creation of recurring visits (allowing a rep to set a visit to repeat every month). In FieldKo’s settings, look for options related to Visit Planning or Recurring Visits. Ensure they are turned on if you plan to use them. The default is usually enabled.
Check picklist values on the Visit object such as “Visit Status” or “Visit Type”. FieldKo might provide default values (Scheduled, Completed, Missed, etc.). Add or adjust values if needed to fit your business terminology.
Survey Templates and Task Lists: FieldKo’s power comes from the flexibility of Tasks and Surveys (scorecards). Initial setup may involve creating the library of survey questions and task templates:
Use FieldKo’s Survey Builder (accessible likely via a Surveys tab or a setup page) to create templates for common surveys. E.g., a “Store Compliance Checklist” survey with questions (yes/no, numeric, etc.). This isn’t a system “setting” but a configuration content task for the admin or power users. Start by creating a few required surveys that your field team must complete during visits. FieldKo supports various question types and scoring.
Similarly, define any standard tasks that should be part of visits (for instance, “Check inventory”, “Capture photo of display”). These might be templates you can create so they can be quickly added to visits.
Ensure these tasks and surveys are assigned or available to the appropriate visits. FieldKo may allow linking surveys to certain types of visits or accounts. Plan out which surveys/tasks apply to which store categories or visit types.
Integration Settings: If FieldKo will integrate with other systems (like pulling sales data or sending data to Power BI), check if there are settings to configure API endpoints or connectors:
External Data: For example, FieldKo can reflect primary/secondary sales data on account records. This likely comes from integration. In FieldKo settings, you might need to input credentials or endpoints for those data sources or schedule data loads. This setup might be done by FieldKo support or your implementation team rather than through a simple setting.
Analytics: FieldKo works with Power BI for advanced analytics. If you plan to use that, ensure data export or API access is configured. This might involve enabling Salesforce APIs or setting up a middleware. Not a simple toggle, but keep it in mind as part of configuration.
Mobile App Configuration and Branding: Some managed packages allow you to configure how the mobile app appears (e.g., your company logo, or which modules are visible to users). Check FieldKo documentation if such options exist. For example, you might be able to turn on/off certain modules like “Mileage Tracking” if not used.
Tip: Leverage Salesforce’s declarative tools to complement FieldKo settings. For instance, create a Dashboard for FieldKo adoption: number of visits completed per week, sync status of users, etc., to monitor the health of your deployment. Also, consider setting up a Slack Group or use Salesforce in-app guidance for FieldKo to communicate tips to users. These aren’t FieldKo settings per se, but part of effective implementation.
Verify Configuration
After making configuration changes, test them:
Attendance Tracking: Have a test user log in and out during the configured hours and outside of them. Check the attendance log (maybe a custom object record or report) to ensure events are captured only in the window. Adjust times if necessary.
Geo-fence: Simulate or use a device emulator to attempt a check-in far from the store location. Confirm the app issues a warning as configured. If you set it to allow override, ensure that works and possibly check that an alert to manager is generated (if you set up a flow for it).
Survey/Task Templates: Create a dummy visit and try attaching the surveys to ensure they work. Or have a field user go through a sample visit on the mobile app to experience the flow of tasks and surveys you configured.
Offline & Sync: Turn on airplane mode on a device, complete some actions, then go online and see if sync happens automatically (or with minimal user action) consistent with your settings.
All these tests ensure that the FieldKo configuration is aligned with expectations before your users start relying on the system.
By carefully configuring FieldKo settings – from attendance and geo-fencing to offline sync – you tailor the FieldKo platform to your organisation’s policies and workflows, ensuring a smooth and compliant operation. Next, we will look more closely at Salesforce Org-Wide Defaults and security considerations for FieldKo data.