Page 1 of 35 Prep-n-Print™ flex Website Support Documentation Updated 9/16/19 I. Account Website Access Your flex account manager status allows you to add, edit or delete content that impacts the entire account or individual locations. The types of updates you can make in the flex website are: Topic Specific Need ACCESS RIGHTS Website – Manage access to corporate or location content by someone at the corporate level Website – Manage access to location content by someone at the location App – Manage app users at the location level FOOD ITEM LISTS Corporate – Manage corporate lists of food items Local – Manage local lists of food items FOOD ITEMS Corporate – Manage corporate food items Local – Manage local food items BATCHES Corporate – Manage corporate batches Local – Manage local batches LABEL TEMPLATES Manage label templates ACCOUNT AND LOCATION DETAILS Manage account or location details SETTINGS Corporate – Manage settings for the website and app Local – Manage settings for the app
Transcript
Page 1 of 35
Prep-n-Print™ flex Website Support Documentation
Updated 9/16/19
I. Account Website Access
Your flex account manager status allows you to add, edit or delete content that impacts
the entire account or individual locations.
The types of updates you can make in the flex website are:
Topic Specific Need
ACCESS RIGHTS
Website – Manage access to corporate or location content by someone at the corporate level
Website – Manage access to location content by someone at the location
App – Manage app users at the location level
FOOD ITEM LISTS
Corporate – Manage corporate lists of food items
Local – Manage local lists of food items
FOOD ITEMS
Corporate – Manage corporate food items
Local – Manage local food items
BATCHES
Corporate – Manage corporate batches
Local – Manage local batches
LABEL TEMPLATES Manage label templates
ACCOUNT AND LOCATION DETAILS
Manage account or location details
SETTINGS
Corporate – Manage settings for the website and app
Local – Manage settings for the app
Page 2 of 35
II. Website Content Changes
A. Account Manager - Add: Establish access to the flex administrative website for
those who need to manage content for all locations. Individuals that you add as
account managers will have the same access and rights as you.
1. Tap on “Account Managers” in the navigation bar.
2. Tap on “Add New”.
3. Fill in all fields with the individual’s detail, then tap “SEND INVITATION”.
4. Note that the individual will receive an email inviting them to complete their set-
up as a new account manager. Until they accept, their status will show as
“Invitation Accepted: No”.
Page 3 of 35
B. Location Manager – Add: Establish access to the flex website for those who
need to manage content for their specific location, such as local foods or local
batches.
1. Tap on “Locations” in the navigation bar.
2. Tap on the desired location.
3. Tap on “Location Managers” to add a local manager.
4. Tap on “Add New”.
Page 4 of 35
5. In the pop-up, enter the individual’s details, then tap “SAVE”.
C. App Location User - Add: Establish access to the flex mobile app at the unit
level. Flex is configured out of the box with a default user to sign into the app to
print labels. Use this feature to add unique login credentials, if desired.
1. Tap on “Locations” in the navigation bar.
2. Tap on the desired location.
Page 5 of 35
3. Tap on “App Users”
4. Tap on “Add New”
5. Enter a Username and Name. Select a default language. Enter and confirm a
Password, then tap “SAVE”. The new unique user will display in the list.
Page 6 of 35
D. Corporate Food Item List – Create: Corporate food item lists (FILs) and
associated categories, food items, and batches can be created by any of your
Account Managers.
1. Tap on “Food Item Lists”.
2. Tap on “Add New”.
3. Enter a name for your food item list and click “SAVE”.
4. If you previously created Categories to support other FILs and intend to use the
same Categories for the new food list, then proceed to Step 7.
Otherwise, tap on “Categories” to create new categories for the new FIL. Note
that any new categories will be available for use in any of your other FILs.
Page 7 of 35
5. Tap on “ADD NEW”.
6. Tap on the color swatch to assign a color of your choice to the new category.
Then enter your category description and tap on the “SAVE” button. A green
“Saved Successfully” message will display.
Repeat this process for each new category you need to set up.
7. Tap on “Food Items” to add food items to the new FIL.
There are two ways to populate your FIL: (A) add items individually, or (B) upload
them using an FIL template containing all your food items.
a) ADD ITEMS INDIVIDUALLY
Tap on “ADD NEW” to open a food item entry form.
By default, the food item entry form defaults to “Prepped”. Entries in the
“Product Description” and “Categories” fields are mandatory.
Page 8 of 35
Enter all other desired food item details including shelf life or use the buttons
in the top left corner to enter information for “Grab N Go” or “Nutrition”
labeling as needed.
Then tap the “SAVE” button.
Repeat to enter additional food items for the FIL.
b) USE THE FIL TEMPLATE
Tap on the “IMPORT/EXPORT” button.
For instructions on how to use the FIL Template, tap the help button.
On the Import/Export pop-up, tap the orange “EXCEL” button to download a blank FIL template to your computer.
Open the file and add your food items using the Prepped, Grab ‘n Go, or
Nutritional worksheets. “Primary Description” and “Category” are both
mandatory fields for each food item.
Page 9 of 35
Save your spreadsheet on your computer, then return to the flex website and
tap the “BROWSE” button. Select your saved FIL file to upload.
Tap the Import button.
After successful import, you will land in the new FIL with the food items listed.
8. Tap on “Location Assignment” to assign the FIL to desired locations.
All available locations are listed on the left side under “Unassigned Locations”.
To assign the FIL to:
Page 10 of 35
a) All locations, tap on the checkbox in the dark gray header. Then tap “ADD
TO FOOD ITEM LIST”.
b) Some locations, select the checkbox(es) to the left of the location
name(s). Then tap “ADD TO FOOD ITEM LIST”.
Tap the “SAVE” button on the right side of the page above the “Assigned
Locations”. A green bar will display indicating “Saved Successfully”.
The food item list will be available to all assigned locations when they sign into
the Flex app or use the “Sync” option on the app Home page.
Page 11 of 35
E. Corporate Food Item List - Edit:
1. Tap on “Food Item Lists”
2. Tap to select an existing food item list
3. To modify a food item, select it from the list displayed. Or, edit locations that have
been assigned the food item list by tapping on “Location Assignment”.
1. TO EDIT A FOOD ITEM
Note the tabs at the top for PREPPED, GRAB N GO, and NUTRITION data to
view and edit appropriate fields under each.
Page 12 of 35
Tap on the field(s) that you wish to modify in the food item. Use the “SAVE”
button to submit your changes.
2. TO EDIT FIL LOCATION ASSIGNMENT
Use the left side of the page to assign morel locations to the Food Item List.
To select all locations that are not currently assigned to the FIL, use the
checkbox in the dark grey header (1). Otherwise, check the box(es) to the left
of the location name(s) to select one or a few locations to add to the FIL.
Tap “ADD TO FOOD ITEM LIST” (2) and note that the selected locations
move to the right side under “Assigned Locations”.
Select locations on the right side of the page to unassign them from the food
item list. Tap “REMOVE FROM FOOD ITEM LIST” and note that the selected
locations move to the left under “UNASSIGNED LOCATIONS”.
Tap “SAVE” on the right side.
F. Corporate Food Item List - Delete: To delete an entire food item list, click on the
trash can to the right of the FIL name.
Page 13 of 35
G. Local Food Item List – Create: Account Managers as well as Location Managers
can create a local food list for a specific location. Account Managers must drill down
to the Location level to do so.
1. Tap on “Locations” in the navigation bar.
2. Tap on the desired location.
3. Tap on “Food Items”.
Page 14 of 35
4. Tap on “MANAGE”.
5. Tap on “ADD NEW”.
6. The food item entry page will appear for entry of Primary Description and other
fields as desired to define the food. Note that the Categories field is already
populated with “Local” and cannot be changed. Make your field entries and
then tap “SAVE”.
H. Local Food Item List - Edit: Add or delete foods to an existing local food list or
make changes to an existing food item in the local food list.
1. Tap on “Locations” in the navigation bar.
Page 15 of 35
2. Tap on the desired location.
3. Tap on “Food Items”.
4. Tap on “MANAGE”.
5. From this page, you can add additional food items to the local food list by tapping
on “ADD NEW”, you can modify an existing food item in the local list by tapping
on the food item, or you can delete an existing food item in the local list by
tapping the trash can.
Page 16 of 35
I. Local Food Item List - Delete: Once a local food list has been created, it cannot be
entirely deleted. However, all food items in the list can be deleted individually.
J. Corporate Batch – Create:
1. To create batches using food items in a Food Item List (FIL), tap on “Batches” in
the navigation bar after selecting a FIL.
2. Tap on “ADD NEW”.
3. Enter a name for your batch, then tap the “SAVE” button. A green “Saved
Successfully” message will display.
4. Now tap on the “Food Items” option in the navigation.
Page 17 of 35
5. All food items in the FIL are listed on the left side. To assign:
c) All food items in the FIL to a batch, tap on the checkbox in the dark gray
header. Then tap “ADD TO BATCH”.
d) Some food items in the FIL to a batch, tap on the checkbox to the left of
the food item. Then tap “ADD TO BATCH”.
6. Tap the “SAVE” button on the right side of the page just above the section
“INCLUDED IN BATCH”. A green bar will display indicating “Saved Successfully”.
Page 18 of 35
7. The batch will be available to all locations assigned to the FIL from which the
batch was created.
K. Corporate Batch – Edit:
1. Select the food item list which contains the batch you want to edit.
2. Tap on “Batches” in the navigation bar.
3. Select the batch you want to edit.
4. Select foods from the left side of the page to add to the batch. Check the box
next to the food item(s), then tap “ADD TO BATCH”.
Page 19 of 35
5. Select foods from the right side of the page to remove them from the batch.
Check the box next to the food item(s), then tap “REMOVE FROM BATCH”.
6. To edit a food item’s default label print quantity, tap the “-“ or “+” key. Note: a
minimum of one label is required by default to include an item in a batch,
but locations using the batch can reduce to zero if no label is needed.
Page 20 of 35
7. Tap the “SAVE” button to save all changes.
L. Corporate Batch – Delete:
1. Select the food item list which contains the batch you want to delete.
2. Tap on “Batches” in the navigation bar.
3. Tap on the trash can associated to the batch you wish to delete.
Page 21 of 35
M. Local Batch For a Location - Create: You can create a local batch on behalf of a
location using either a corporate or local food list.
1. Tap on “Locations” in the navigation bar.
2. Tap on the desired location.
3. Tap on “Food Items”.
4. Tap on the local food list for which the batch will be created.
Page 22 of 35
5. Tap on “Batches”.
6. Tap on “Add New”
7. Enter a name for the batch; then tap the “SAVE” button. A green “Saved
Successfully” message will appear if the batch were created. You will remain in
the batch.
8. Tap “Food Items” to pick the foods to be added to the batch.
Page 23 of 35
9. Check the box(es) for the food item(s) that you wish to add to the batch. Then tap
the “ADD TO BATCH” button. This will move the food items to the right side of
the page under INCLUDED IN BATCH.
Tap the “SAVE” button to commit. This batch will only be available for use by the
specific location.
N. Local Batch for a Location – Edit:
1. Tap on “Locations” in the navigation bar.
2. Tap on the desired location.
Page 24 of 35
3. Tap on “Food Items”.
4. Tap on the local food list containing the batch to be edited.
5. Tap on “Batches”.
6. Select the batch for editing.
Page 25 of 35
7. To edit default label quantity for any food item in the batch, use the “+” or “-”
buttons to increase or decrease the quantity. If there are no other changes, then
tap the “SAVE” button.
8. To add more food items to the batch, check the box(es) next to the additional
food item(s) on the left side of the page under NOT INCLUDED IN BATCH. Then
tap the “Add to Batch” button.
Page 26 of 35
The food items will move over to the right side of the page under INCLUDED IN
BATCH. If necessary, adjust the default label quantity using the “+” or “-”
buttons. If there are no other changes, then tap the “SAVE” button.
9. To delete food items from a batch, check the box(es) next to the food item(s) on
the right side of the page under INCLUDED IN BATCH. Then tap the “Remove
from Batch” button.
The food items will move over to the left side of the page under NOT INCLUDED
IN BATCH. Then tap the “SAVE” button to submit your change.
O. Local Batch For a Location – Delete:
1. Tap on “Locations” in the navigation bar.
2. Tap on the desired location.
Page 27 of 35
3. Tap on “Food Items”.
4. Tap on the local food list containing the batch to be deleted.
5. Tap on “Batches”.
6. Locate the batch for deletion and tap on the trash can button to the right of the
batch name and details.
Page 28 of 35
P. Label Templates - Create, Edit, or Delete:
Although you have administrative rights to work with label templates, it is highly
recommended that you contact your Ecolab FSS sales lead for assistance with
label templates (selecting an additional stock template, creating a custom template,
or editing or deleting an existing template in use).
Q. Headquarters Address or Phone Number Updates
1. To update address or phone number information for your account, tap on
“Details”.
2. Tap “Edit”. Make your changes and tap the “SAVE” button to submit. If you do
not wish to save your changes, tap the “CANCEL” button.
NOTE: The DELETE button should not be used unless you are discontinuing
use of your account.
Page 29 of 35
R. Location Address or Phone Number Updates
1. Tap on “Locations” in the navigation bar.
2. Tap on the desired location.
3. You will land on the Location Details page. Tap the “EDIT” button to make
changes to the location’s address, phone number, or time zone.
NOTE: The RESET LOCATION CODE feature is available but should only be
used if instructed by flex Technical Support to resolve a location
identification issue.
4. Tap the “SAVE” button to submit. If you do not wish to save your changes, tap
the “CANCEL” button.
NOTE: The DELETE button should not be used unless you are removing the
location from your account.
Page 30 of 35
S. Settings - Account: The primary settings at the account level are Offline Mode,
Food Description Selection, Shift Definition, and Daily Label Target.
1. OFFLINE MODE – If one or more of your locations have difficulty acquiring or
maintaining connectivity in the kitchen, use the “Offline Mode” setting so
locations can use the flex app without needing to sign in and synchronize each
day.
Use the “EDIT” button to activate or deactivate this account-level setting.
a) TO ACTIVATE OFFLINE MODE: Check the Offline Mode box, then set
the maximum timeframe you will allow your locations to operate without
syncing or signing in (up to 30 days before sign in is required to continue
to use the app). Tap “SAVE” to submit the setting update.
b) TO DEACTIVATE OFFLINE MODE: Deselect the Offline Mode
checkbox. Then tap “SAVE” to submit the setting update.
Page 31 of 35
Note that the offline setting will apply to all your locations.
• In the app, if Offline Mode is activated users will see an Offline Mode
toggle switch on their log-in page, but they must toggle it ON in order to
use this feature.
• You can also reduce the length of time specific locations can operate
offline, even setting it to zero to effectively prevent its use. To control
offline mode at the location level, see Settings - Location.
2. FOOD DESCRIPTION SELECTION – This setting leverages your food item
secondary descriptions so that flex app users at each location can toggle
between display of the Primary Description and the Secondary Description when
viewing food items. This is particularly useful if you use the Secondary
Description field for an alternate language.
• Use the “EDIT” button to activate or deactivate this account-level setting.
• Tap “SAVE” to update the setting.
If this setting is active, the toggle switch will be present in the app. If deactivated,
it will not be visible.
3. DAILY LABEL TARGET – This account setting is used on the website
dashboard to identify locations that are labeling below daily average
expectations. By default, it is set to label production of 100 labels per day.
• Use the “EDIT” button to change the daily value for all your locations.
• Tap “SAVE” to update the setting.
The “Target Label Count (Active Locations)” section on your dashboard will
immediately adjust to your new daily target.
4. SHIFTS – This setting is only used if you want to define any of your food item
shelf life data by shifts. It allows you to identify when each shift begins and to
customize the Use By messaging on your labels when a food expires at the end
of a given shift.
• Use “EDIT” to activate the “Define Shifts for Shelf Life” check box.
• Check the box, and additional entry fields will display. Enter your number
of shifts, the start time of each shift, and any optional custom message if
the food expires at the end of the shift.
Page 32 of 35
• Because all 24 hours in a day must be accounted for, the day’s last shift
may span a calendar day even though your operation does not. This
means that any food item expiring in the day’s last shift could calculate a
“Use By” date of the next day when the shift ends based on the 24-hour
logic. To ensure the “Use By” calculation results in displaying the day on
which the shift ends because the location physically closes, you would
check the box “Treat Last Shift As Daily Close”.
• Tap the “SAVE” button to submit your setting.
T. Settings - Location: You can adjust the length of time that a specific location can
use the flex app in Offline Mode before they must sign in by adjusting the setting at
the location level.
1. Tap on “Locations” in the navigation bar
2. Tap on the desired location.
Page 33 of 35
3. Tap on “Settings” in the navigation bar.
4. Tap the “EDIT” button.
5. If Offline Mode is not set at the account level, the field will be deactivated at the
location level.
6. If Offline Mode is set at the account level, you may enter a value equal to or
lower than that set at the account level. Tap “SAVE” to submit the setting.
III. Location Code – Lookup
Certain unlikely situations require that a location re-enter their Location Code before
they can sign back into the flex app.
Page 34 of 35
(Location Code page in the flex app)
Common causes for this are:
1. The location used the “Reset Flex Application” option in the flex app.
2. The flex app was uninstalled and then re-installed
3. The flex tablet has gone through a factory reset
4. The Location Code for the location was changed in the flex website
The following instructions show you where to find the Location Code to share with the
location to re-establish access to the flex application on the tablet.
1. Click on “Locations” for a list of all locations for your account.
2. Use store name or address information to search/select the correct location.
3. Tap on the location from the list of results to display location details, which
includes Location Code information.
Page 35 of 35
4. Provide location personnel with the Location Code and instruct them to enter the
value on the Location Code page. NOTE: Location codes never contain the
letter “O”.
IV. Website Won’t Open Pop-Up Windows
If the Prep-n-Print flex website will not open pop-up windows such as a Food Item List
(FIL), this , this is normally due to the browser in use.
Check which browser you’re using to access the flex website:
• Use of Chrome is preferred
• Firefox and Safari perform well
• Avoid using Internet Explorer since some of the flex website functionality will be
inoperable or inaccessible.
Check your internal corporate IT policy to determine which of these browsers are
available/approved for your use.
If you are experiencing difficulties and are already on Chrome, Firefox, or Safari, contact
Technical Support at 1-877-603-1187, option 1 for assistance.
