Using SherpaGo

SherpaGo

SherpaGo Overview:
SherpaGo enables your Sales Team to securely and easily access your client and prospect information in Sherpa, from any web enabled device.  This feature allows for complete and secure access to your Sherpa database from the field using smart phones, PDA’s, iPads, Android tablets and any other device with web access. SherpaGo also allows you to view, edit & update client information, such as addresses, contacts, activities, and equipment while in the field, and will sync to your SQL version immediately.
If you are using an Android device, you can also download an App from the Google App Store by searching for SherpaGo.  Once downloaded, the App will work like any other app added to your device.  Once you log in the first time it will remember your log-in credentials and take you directly to the search screen.  

Logging In / Out:
To log into SherpaGo, you will go to www.sherpago.net from the web browser on any web enabled device.  You will be brought to a log in screen, where you will start by entering your SherpaGo ID.  Your SherpaGo ID is a unique ID given to your company.  Then enter your Username and Password; this is the same username and password you use to log into the full version of Compass Sherpa.  If you want the system to remember your SherpaGo ID and Username, click the Remember Me checkbox, then click the Login button to enter the application.
Once logged in, you will see your name on the top of the page.  To log out, click on your name and confirm if you want to log out or not.  After 120 minutes of inactivity you will be logged out automatically and have to sign back in.  

If you are logged in to SherpaGo and you just close your browser or lose your connection, when your re-log-in to SherapGo, it will take you to the same account and area you were in previously.  Note: if you actually log out of SherpaGo, this does not apply.

Searching:
Once you are logged in you are brought to a search screen where you can search by Company Name, Address or Contact information.  The search will do a "contains" search, so for example, searching by Name and the word "company" will show the results for any company name that contains the word company.  Certain Smart Phone applications will also allow you to click and hold an address and allow you to navigate to the address from your current location.

1. Choose your search option: Company, Address, City, Zip, Contact name, Equipment ID or ERP#.
2. Type in the search criteria or click Clear to clear the search criteria
3. Click the Search Button to search any accounts you have access to, or Duplicate Search to search any accounts in the database.  The Search button will allow you access the account and work within it because you are assigned to it.  The Duplicate Search button will only show you if the account exists but will not allow you to access the account.  If a phone number is available, it is clickable to dial on your mobile device.
4. You have a dropdown showing recent accounts you’ve visited in Sherpa or SherpaGo. Also, accounts you visit in SherpaGo will appear in your accounts dropdown in Sherpa.

Scroll to the company record you want to work in, and click the arrow button to the right of the Company info                              (the arrow button will be referred to as the "Details" button in this manual)  

5. Accounts are color-coded; Current Customers are in blue, while Prospects are in red.
6. Click on Is Parent  or Is Child  next to the Account Name to view and access Parent or Child Account information. If a user has access they can click a link and go directly to account, or they will just see the name.

Editing and Viewing Customer Information
As soon as you are in Customer Details area, you can edit any of the non-gray texted fields (they have blue text), and at the bottom of each editable section there will be a Save button to save your changes.  You can go into the individual sections here for contact names, activities for this company, equipment listed in the TCO, and lease information if you have the Lease Tracker module set up.

If the account has a website entered in the Website field, clicking the hyperlink will take you to the customer’s website.

On the top right of the screen you will see a Menu button to access other areas of the account. This list will change based on what area of the account you are in, and is where you will find the add and delete options in each area.  Anytime the term "Menu" is mentioned, this is the area it is referring to.

Contacts: Click on the Contacts option to view a list of the contact names listed for that account.  You can then click on the Details (arrow) button to view the details of the contact and edit the information.  Click Save to save your changes.  You can also generate an email by simply clicking on the email address to open a blank email with the contact's email address already in the TO field.
To add a new contact, click on the Menu again and choose the Add Contact button.  Fill in the necessary fields and click Save.

Contact Quick Add:

You have an option to create a contact quickly from the Account Search window. After searching for an account, you will notice your results and part of the initial account view is the Quick Contact option.

Click on the Quick Contact link and a window for creating your contact will appear. Enter in the necessary information and hit Save to complete adding the contact to the account.

Activities: To view, add, edit, or complete an activity for this account click on the Activities button in the Menu.  A list of activities will show, and are color coded to show what is completed, or, open and needs to be completed.  The color coding is the same as it is in the Account Activities area in your full version of Compass.  The color legend can be seen by clicking on the blank space above the top activity in the list. You will also have a filter option to filter accounts by All or 25-100 records and then choose to ascend or descend alphabetically A-Z or Z-A. The first few lines of the Notes field on the activity and have an “Expand” button if you want to see all the notes. This allows you to view notes on activities without needing to click into the individual activity. After expanding – you can scroll through the entire note. There’s no reload of the screen or anything.
   

To go into the details of the activity, use the arrow button to the right of the activity.  
On a Completed Activity, you can edit the information that has been entered, but the Complete option will not be available, as it is already a         completed activity.
On a Pending Activity, or non-completed activity, you can edit the information and save as open, or, enter a completed date to complete the activity and schedule a follow-up
To Complete a Pending Activity (any activity without a completed date listed), click on the Details button.  Scroll down to the Notes field and type in the results of the activity, check it as either Attempted or Successful, and click on the Complete Activity button.
Once you complete the activity, you will be brought to a screen to either complete the activity and not schedule a follow-up (Complete No Follow-up button) or fill in the date and details of the follow-up to schedule a new pending activity and click Save.  When creating a follow-up activity, it will default the Activity Date to the next day rather the current date. You will also have the ability to mark the pending activity as Urgent or even Send To Oulook.

To complete a brand-new activity, or just schedule a new pending activity, without doing it after you complete a previous activity, you will use the Add        Activity button in Menu.

You will be brought to a screen where you will fill in the date of the activity and the details.  Then click on Save as Pending to create the activity as a pending or follow-up activity, or click on Save as Complete to complete the activity.  If you choose to save the activity as a pending activity it will be added to your activity list as a future activity.  If you choose to save as completed, you will be asked if you want to complete it with no follow-up or schedule the follow up. You also, have the option to mark it as Urgent or Send to Oulook.

Activity Quick Add:

You have an option to create an activity quickly from the Account Search window. After searching for an account, you will notice your results and part of the initial account view is the Quick Activity option.

Click on the Quick Activity link and a window for creating your activity will appear. Enter in the necessary information and hit Save As Pending to leave it as an Open activity to complete later or choose to mark it as Attempted or Successful and Save As Completed activity.

Emails Saved emails are viewable from SherpaGo. It won’t allow you to save an email from SherpaGo, but if you have saved emails on an account in Sherpa, you can view those from the Emails option from the Accounts screen. Great if you’re reviewing an account from the field and need a quick reminder of what was recently discussed via email or that type of thing.  It will default to view the first 25 or you can choose to view ALL emails attached to that account.

 

TCO To view, add, or edit any of the TCO equipment information, use the TCO button in the Menu.  A screen will come up showing all the current equipment listed for the customer.   To view the TCO totals, click in the blank area above the first machine listed.  You can click on the arrow to the right of the machine to view the details of the machine, or make changes. 

When you click on the Details button, you can also use the buttons under equipment totals to view additional information about the machine.  If you make changes, click on the Calculate and Save button at the bottom of the screen, or to delete the machine go back to the menu and click the Delete Model button.  When editing and adding meter read information choose from the calendar for the date selection for the meter reads.

To add a new piece of equipment into the TCO click the Add Model button in the Menu, fill in the fields and click the Save and Exit button to add the single machine, or the Save and Add Another to save the machine and keep adding additional machines.

Lease Tracker: If your company has the Lease Tracker module, you can view the leasing information imported as well.  Click on the Lease Tracker button from the Menu and you will see any leases listed for that customer.
Click on the Details button to see the details of the lease.
Once in the details, you can expand on any of the sections within it by clicking on the label (Buyout Data, Service/Misc) to view more information about the lease.  Clicking on the color legend tells you any Lease marked as inactive in Sherpa will be in Red font in SherpaGo.

To see the equipment and its details, go to the Menu and choose the View Equipment button.

ERP:
You can also link to your ERP system through SherpaGo.  Click on the ERP button in the Menu, and you will have access to any equipment and its information through the ERP link.

Accessories:
The Accessories button will pop up a window showing any attached accessories listed for the piece of equipment listed in your ERP System.  On any of the pop-up windows, click the x to close it.

Service:
To view the service history for a machine click the Service button.  It will default to show you the last 5 service calls, but you can use the See All History button to see a date range, or a complete  history.

 

Equipment History:
Equipment History gives a snap shot of service and meter totals
        

        Meter Summary:
        Meter Summary will give you a snapshot of the last meter read as well as a 3, 6         and 12-month average volume.
  

        Contract Details:
  For equipment that is leased or has a lease or maintenance agreement, you can         view the details using the Contract Details button.
  

Opportunities:
You can view, edit and add opportunities and forecasts through the Opportunities button.  Click the Opportunities button in the Menu and you will see any open, closed and pending opportunities.  Click the Details button to make changes or the Menu button to add a new opportunity.

 

Documents:

For users who have Sherpa Document Storage feature turned on (required), documents saved under the Documents tab of an account will now be visible on the account in SherpaGo.

Go to the Menu selection for that account and choose the Documents Option. You have the option to view “All” or a selection from “25 – 250” and even Date Ascend or Date Descend on the documents loaded. Choose the Details button to view the document which then loads for you to view. (View only no editing and you won’t be able to currently load documents onto an account in SherpaGo)

Adding New Accounts:
To add a new account, from the main search screen, use the Add Company button in the Menu.

Fill in the known information for the location, vertical information and main contact and click the Save button.  The fields with the (*) are required fields, they must be filled in to add the account.  The system will also do a check by Company Name, Address and Phone # when adding account and let you know if it found any possible duplicates.  You will then have a choice to continue to add or not.

There is also a Duplicate check option next to the Company Name, Address and Phone Number fields.  Enter the information and click the Dups button and it will show you the number of accounts that match.  If you fill in multiple fields and click the Dups button next to each it will narrow the results based on the combination of the fields.

Click on the Dups button and you will see a list of accounts that match.  It is in black text, it already exists and you have access to it.

If the Account Approval option is turned on, the same process will apply where the account needs to be approved by an authorized user before it can be accessed in Sherpa and SherpaGo.

Map:
The mapping feature allows you to map your current location and search for accounts within that location, or search by name, and show it on a map.
If you share your location with the browser you are using, it will find you and map out any accounts in your location that you choose.
Once you click on Map, you will be brought to a search screen to search for a customer by customer information. Enter the search criteria and click the GO button. When searching for accounts it will default to the first 25 results and provide an option to then display 50 or 100 account results if desired.

 

You will then see a list of customers that match the criteria entered and can choose to view the account information in SherpaGo, or, click the View on Map button to view the account on the map.  You can also click on multiple accounts by clicking the View on Map button for each account.

Accounts in with a blue pin represent a Current Customer.  Accounts with a red pin represent a Prospect.  The Center on Me button will center the map on your current location as identified by Google.

You also have the option to remove from mapping rather than starting over.

 

Clicking on a pin will give you details regarding that account, and the account name is a link to the account to view the account details.

You can toggle between getting different directions and if you choose to remove directions for one location, just click “remove directions”

Activity List:
From the Menu you can also access your entire Activity List.  This will show you any activity you have open based on the date range you enter.  You can click on the Details button to the right of the activity to view the activity details, complete the activity, and schedule the follow-up activity (see Activities for how to complete a pending activity and schedule a follow-up).

Price List:
Also in the Menu is the Price List.  This is where you can view your price book for all the new equipment your company sells.  Click on the Details button and you can see the accessories that are available for the model.  

Legend: will show you if the model is Available in blue font and Discontinued in orange font.

Search Options: If you have multiple pricing levels, you can also select the Price Level you want to view.  Once a Price Level is selected, you will then have the option to filter for All items or the first 50, 250, 500 or 1,000 items in your price book, as well as to sort the list of results in ascending (A to Z) or descending (Z to A) order.  You can filter by a make and search the pricing for a specific model. Click the Load button to see the list of results. You will notice that you can Exclude Discontinued Models from the list and within your Sort Order you can also choose to view Discontinued Models to display in the list as first or last. You will also notice the Descriptions and Notes fields have been added to easily view these items on models.

 

 

Technical Requirements:
Supported Devices – The following web browsers for the following devices have been tested and are compatible with SherpaGo.net.

• Android
• iPhone
• iPad
• Blackberry

Requirements

• Public Static IP Address for your location.

SQL Customers – Option 1 (recommended) – Secure encrypted connection using SherpaGo.net API.

• Provide and Install a Windows IIS Web Server.
• If not currently installed, we can install this on the Server for you.  The install does not require a restart of the server.
• Web Server must have access to your Sherpa SQL Database.

• If we set up the Web Server IIS on the SQL Server it will have access to the database by default, if we choose a different server for the Web Server IIS, that server will need to be able to ping the SQL Server.

• Install SSL Certificate on your Web Server to provide secure communication.

• If you have a certificate we can use that would be great, if not we’ll create a self-signed certificate for you.

• Install SherpaGo.net API on SSL enabled web site.

• We will install and test the API for you.

• Make sure your firewall allows access to these IP's:

SherpaGo East: 40.121.35.221, 40.114.109.158, 104.211.29.193, 13.68.131.60, 40.87.86.14, and 40.121.7.34

SherpaGo West: IP range is 185.163.74.0 - 185.163.74.32 

We’ll connect over SSL Port 8443 or 8444 (Pick one) so make sure your local and outside firewall allows access to them. If both are currently being used, we can use another.

SQL Customers – Option 2 – Direct connection to SQL Server.

• Open a port for SherpaGo.net to connect to your database.  The standard SQL Server port is 1433.
• Make sure your firewall allows access from 70.98.124.32/28 to port 1433.