Maximizing the Potential of TaroWorks: Best Practices for Data Collection

In today’s world, where information is key to the success of any operation, tools that enable real-time data collection and analysis are essential. TaroWorks is an innovative solution for those working in remote areas, offering an efficient system for tracking field agents and managing business operations. In this article, we will explore best practices for the design and management of forms and jobs within TaroWorks, highlighting the importance of following these principles to ensure smooth operation and optimal data integrity.

This information is also available in the webinar recording of our Feature Deep Dive, which you can watch here.

Introduction to TaroWorks

TaroWorks is a mobile application that enables Salesforce users to manage field teams, and collect and analyze data in real-time, even in areas with little or no connectivity. Its functionality spans supply chain logistics, sales, maintenance, and case management. With TaroWorks, users can improve operational efficiency and the quality of data collected. In this article we’re focusing on the data collection capabilities of TaroWorks and how to make the most out of it for your organization’s benefit.

Forms in TaroWorks are critical to data collection. Below are best practices for designing them effectively:

Form Setup: Labels and Descriptions

When creating a form, it is crucial to add a clear label and a detailed description. This not only makes the form easier to maintain, but also improves the experience for future administrators.

Danger of not following this practice: Without proper labels and descriptions, forms can confuse end users, leading to misinterpretations and inefficient workflows.

Question Builder: Number of Questions and Sections

It is recommended to keep forms short to ensure a better user experience. Breaking data collection into manageable sections and using multiple forms if necessary is a good practice.

Danger of not following this practice: Overly long forms can cause sync errors for field agents and slow performance on Salesforce and devices.

Logic: Hiding Sections

Implementing conditional visibility can help reduce cognitive overload for agents. Hiding sections of a form based on predefined conditions is an effective strategy.

Danger of not following this practice: Not implementing conditional visibility can overwhelm agents and complicate training, resulting in inaccuracies in data collection.

Testing Maps: Using Unique IDs

It is recommended to use auto-numbers or unique external IDs to avoid synchronization errors.

Danger of not following this practice: Lack of unique identifiers can result in synchronization errors, such as mismatches or incorrect record associations.

Managing Multiple Form Versions

When a published form is edited, a new version is created that must be published and mapped to a job. It is vital to ensure that all field agents have completed and synchronized their devices before publishing the new version.

Danger of not following this practice: Outdated versions on field devices can cause data integrity issues.

Best Practices for Job Design

A job in TaroWorks is a task or a series of related tasks that a mobile user must complete. Here are best practices for designing effective jobs:

Job Setup: Clear Instructions

Adding a label and clear instructions for agents in the field is critical. This prevents confusion and errors in task execution.

Danger of not following this practice: Without proper instructions, jobs can become confusing, leading to errors in data collection.

Drill Down Hierarchy and Design

The filtering hierarchy helps mobile users access specific records. Starting the hierarchy at the same level as the mobile record assignment ensures consistency.

Danger of not following this practice: If the hierarchy is not aligned, users may receive “no records found” messages.

Pre-Populating Form Responses

Using drop-down list type values ​​to pre-populate responses on forms helps reduce input errors and speeds up data collection.

Danger of not following this practice: Failing to pre-populate responses can lead to inaccurate data entry and increased time spent collecting information.

Using Folders for Organization

Using the folder feature in TaroWorks allows you to easily organize and navigate through a large volume of jobs and forms.

Danger of not following this practice: Without proper organization, navigation can become cumbersome, leading to inefficiencies.

Testing Jobs

Before deploying new jobs, it is a good idea to perform testing to reduce the likelihood of errors that may affect live data.

Danger of not following this practice: Without proper testing, incorrect configurations, data loss, or system failures can occur.

Conclusion

Implementing these best practices in the use of TaroWorks not only optimizes data collection, but also improves the quality and integrity of the data. As organizations continue to adapt to an increasingly digital environment, tools like TaroWorks become indispensable to ensure effective operations in the field.

If you have questions or would like more information on how to maximize the use of TaroWorks in your organization, do not hesitate to contact the TaroWorks support team.