Frequently Asked Questions

General Functionality

What is JetTrac?

JetTrac is a mobile data capture and office processing solution designed for any organization needing to collect data. It is ideal for contractor companies with field technicians performing installations, repairs, sales, inspections, and testing. JetTrac also provides tools to run an efficient office operation, from job dispatch to invoicing.

What is your business model?

Our business model follows a SaaS (Software as a Service) model based on subscriptions scaled according to the number of transactions processed within a year. See JetTrac Connect.

Can we cancel our subscription anytime?

Normally the subscription is for a calendar quarter and can be canceled with notice before the end of a calendar quarter.

Are you hosting the solution, or will we need to either host or install on-premise?

We can provide a hosted solution or an on-premise solution depending on your specific integration requirements.

What are the benefits of using JetTrac?

JetTrac eliminates the need for paper forms, making data collection more efficient and accurate. This frees up human resources for more strategic tasks, ultimately improving business performance and competitiveness.

What can I automate using JetTrac?

With JetTrac, you can automate workflows where tasks are assigned from the office, data is collected in the field, completed forms are sent back to the office, and the data is used in other systems, such as creating invoices. Examples include fire inspections, underground storage inspections, daily routine checklists, and work done by electrical, plumbing, and HVAC subcontractors.

How do you collect data using JetTrac?

JetTrac makes it simple, quick, and easy to collect data on any device using either web forms or fillable PDF forms.

How do you create digital input forms?

Web forms are created using an easy-to-use graphical interface. Fillable PDF forms are created in Adobe Acrobat/DC or an equivalent program.

Is JetTrac easy to use for someone with no coding experience?

Yes, with JetTrac modules, you can create production job workflows without any coding. Just use the graphical interface to set everything up.

Can JetTrac integrate with other tools and platforms?

Yes, JetTrac is an open architecture system, allowing for custom integrations with specific tools and platforms. This can be done using either loose integration (watched folder) or tight integration using third-party APIs like Google or Intuit QuickBooks.

What are examples where JetTrac is integrated with other systems?

JetTrac has developed tight integrations using the Intuit API with QuickBooks Desktop and QuickBooks Online. It also integrates with Google Calendar, Google Sheets, and Google Drive using the Google API. For more information on developing custom modules, visit JetTrac Custom Module.

What are the functions and features in JetTrac?

JetTrac is a modular system that includes modules for PDF forms, transport mechanisms, data connections, and much more. For more information, visit JetTrac Modules.

 

---

Technical Specifications

What mobile platforms does JetTrac support?

JetTrac Mobile (web forms) supports any mobile device and any web browser. For PDF forms, JetTrac supports iOS, Android, and Windows platforms.

What hardware or software requirements are needed to implement JetTrac?

JetTrac requires specific hardware and software for the server side. Detailed requirements are available in a PDF document. For more information, visit JetTrac Connect.

 

---

Setup and Configuration

What are the components of JetTrac?

The core components of JetTrac include:

• JetTrac JobController: Processing engine that runs as a Windows service.
• JetTrac JobConfig: User interface for creating and updating production job workflows.
• JetTrac Dashboard: User interface for monitoring production processing within JetTrac JobController.
• JetTrac modules: Over 100 modules performing specific functions. For more details, visit JetTrac Modules and JetTrac Documentation.

How do I set up JetTrac?

To set up JetTrac, use the JetTrac Installer to install it on an on-premise or hosted Windows server. Once installed, you can access the JetTrac JobConfig graphical interface to set up automated jobs. Comprehensive training and documentation are available at JetTrac Documentation.

How are workflows/jobs initiated on the JetTrac server?

The JetTrac JobController service monitors a Data folder on the server. A workflow is triggered when a file is dropped into this folder, either manually or on a scheduled basis.

Can JetTrac create workflows with multiple steps?

Yes, JetTrac JobConfig allows complete flexibility in combining the functionality of over 100 JetTrac modules to automate job production workflows. JetTrac modules can be combined in different ways to meet specific requirements. For more details, visit JetTrac Connect.

How do I know if a JetTrac job/workflow is set up and working correctly?

JetTrac provides a JobConfig graphical interface and a Dashboard to monitor jobs. The Dashboard reports any errors that occur.

 

---

Running and Maintaining JetTrac

How do I set up my JetTrac jobs/workflows to run at a specific time?

JetTrac JobController can automatically schedule workflows (jobs) at specific times, days, or intervals.

How can I monitor the status of my JetTrac jobs/workflows?

JetTrac Dashboard is a graphical interface for monitoring the production job processing in JetTrac JobController.

What happens if a JetTrac job/workflow gives me an error?

JetTrac JobController has built-in error handling. By default, an email is sent to a designated address, and the error is logged in JetTrac Dashboard. Custom error handling can be implemented using additional JetTrac modules or custom modules.

Can I share my JetTrac jobs/workflows?

Yes, JetTrac JobConfig updates a Job Management Database file that can be shared with other JetTrac installations.

 

---

Form Design and Management

Can you convert existing or design new forms for us?

For a PDF-based forms solution, we can take existing paper forms, Word documents, Excel documents, or pretty much any other formats and convert them into fillable, intelligent forms that can be filled out on any mobile device. We can also design new forms to your specifications. For mobile data capture solutions based on HTML forms, we can design them to meet your specific requirements. If a PDF is required at the end of the process, we can take existing PDFs to merge the data into or design new PDF forms. See our Forms Conversion page for more details.

Do you have a forms design software so we can do the forms design ourselves?

We can teach our clients to design their own forms, however, usually, it is more efficient and cost-effective for ProTechnology to design the forms.

How are forms shared with our field staff?

Forms are dispatched to field technicians either through email, text messages with a web link, or other transport mechanisms that work best for our clients. See our Inspection and Testing page for more details.

How are the forms updated once deployed?

There is a forms repository either on a hosted or on an on-premise server. A new form version can be updated automatically. See our Inspection and Testing or JetTrac Field Service for UST/AST page for more details.

What is the format of the forms?

Either PDF or HTML forms.

Benefits of PDF Forms

• Offline Capability: PDF forms can be filled out without an internet connection.
• Standardized Format: Ensures consistent appearance and functionality across different devices and platforms.
• Security: Supports encryption and digital signatures for secure data handling.
• Compatibility: Widely used and can be opened on various devices and operating systems without compatibility issues.

Benefits of HTML Forms

• Accessibility: Can be accessed and filled out on any device with a web browser.
• Real-time Data Capture: Allows for immediate data submission and integration with backend systems.
• Flexibility: Easily customizable and can incorporate dynamic elements like drop-downs, checkboxes, and real-time validations.
• No Special Software Required: Users do not need any specific app or software other than a web browser.

See our Forms Conversion page for more details.

If we don’t want PDF e-forms, is there an alternative?

Yes, by using HTML forms that can be filled out in a browser on any device without using any specific app. See our Forms Conversion page for more details.

Can we manage our own forms library?

Yes, if the customer wishes to maintain their own form library, they can do that.

What “intelligence” and features can you embed into the forms?

There is tremendous intelligence that can be either in PDF forms or HTML forms. Examples are required data capture fields, data prefilling, embedded calculations, pricing and inventory information, and also capturing pictures, signatures, and much more.

Can the forms have pre-filled customer information?

Yes, we always want to pre-fill all available information into the dispatched forms to ensure that the field technician has all relevant information and can efficiently perform their job. See our JetTrac Modules Suite for more details.

 

---

Device Compatibility and Offline Usage

On what devices do these forms work?

Any device that supports either iOS, Android, or Windows.

Do the forms work offline?

If using PDF forms, they can absolutely work offline. If using web-based HTML forms, then depending on the functionality, they could be used offline.

 

---

Job Dispatching and Workflow

Is there a dashboard to see the status of all jobs?

Yes, we can display jobs through a dispatch log showing forms that have been issued to field technicians and what jobs (forms) have been returned to the office.

When a job is done, and the data is sent back to the office, can we add workflow such as a review and approval?

Yes, we can set up a Review & Approval workflow using either email or integrate with a third-party workflow/document management system. See our Mobile Data Capture Solutions for more details.

 

---

Data Storage and Integration

Is the data from a job stored in a customer folder?

We can store the data and PDFs on a customer server, Google Drive, Dropbox, or any other repository.

Can the data be integrated into a CRM or similar system?

JetTrac has powerful integration capabilities on the front-end or the back-end to integrate with other systems, either loose integration by dropping files (PDF, XML, etc.) into a watched folder or tight integration using an API or SDK.

Can the data be integrated into an accounting system for invoicing?

JetTrac can programmatically create invoices in QuickBooks Desktop, PDF invoices can be created automatically, or there can be custom integration with other accounting systems.

Do you have an inventory module that allows automatic adjustments when we consume material?

If JetTrac is integrated with JetTrac Job Master Pro, inventory can be automatically updated as materials are being used.

 

---

Security and Scalability

How secure is my data using JetTrac?

JetTrac runs in a Windows environment (on-premise or hosted), using Windows security. Data collected on a mobile device can be sent securely via various transport mechanisms. The level of security can be tailored to specific needs.

What security measures are in place to protect user data?

For on-premise installations, JetTrac will be on a server you control, allowing your data processing to be as secure as the rest of your network. Hosted installations utilize all security features provided on a Windows server.

Is JetTrac scalable?

Yes, JetTrac can run multiple instances concurrently to handle large batches of files and increase processing speed.

 

---

Pricing and Licensing

How much does JetTrac cost?

JetTrac's cost varies based on specific requirements and configurations. Contact ProTechnology for detailed pricing information.

Does JetTrac have a trial period available?

Yes, JetTrac is available on a free 30-day trial, either on-premise or hosted.

 

---

Support and Resources

Where can I find user manuals and documentation for JetTrac?

User manuals and documentation are available at JetTrac Documentation.

What support is provided with JetTrac?

ProTechnology provides support by phone, email, and web conference as part of the JetTrac subscription. Specific support hours can be confirmed with ProTechnology.

What training resources are available for JetTrac?

ProTechnology offers online documentation and training as part of the solution installation. More information is available at JetTrac Documentation.