User Quick Start Help

Screen Overview

The Dragonfly screen is designed to work on desktop, tablet, and smartphones. Here is a view on a typical laptop screen:

Work Types

Work Types are what you work on – Customers, Projects, Quotes, etc. When you log in, Work Types that apply to your company are typically set up by the Dragonfly administrator(s). If you do not see any work types, contact the Dragonfly administrator – or if you see the Settings menu item under “My Stuff”, then you can set up Work Types yourself. See the Implementation QuickStart documentation to set up Work Types.

Click on a Work Type in the left navigation panel to see a list of all the Work Item records for that Work Type.

Example: Click on “Customers” to see a list of all Customer records.

Work Items

Work Items are the items (or records) for a Work Type. You can manually add Work Items by clicking the ‘+’ icon. The Dragonfly administrator can also import master records in Settings > Import Utility.

To Find a specific Work Item, you can enter text in the Filter textbox at the top of the list.

The Macro Search finds any record in any Work Type that contains what you enter in the textbox – or, you can click the filter icon to do an Advanced Search.

To see the Work Item Details, click on the Work Item in the list.

Example: Click on the Customer name in the center panel, and the customer details will be displayed in the right panel.

Work Item Details

Work Item Details are broken down into 4 tabs. Click on the tabs to see each one.

• Info – This contains the custom fields of information that your company tracks for the work item. A Dragonfly administrator can remove, add, and modify these fields in Settings.
• Attachments – This is where files, documents, and links associated with the Work Item can be uploaded, stored, and viewed. You can click the Upload button and select a file, or drag/drop files from your computer to the Work Item. You can also create folders and sub-folders to organize your attachments in Folder View.
• Notes – Here, you and other users can enter Notes for the Work Item. These can include information from an email correspondence, notes from a customer phone call, or any other useful information about the Work Item. A Note can also be visible to Guest Users if desired.
• Subscriptions – In this tab, you can subscribe or unsubscribe from email alerts for a Work Item. You can also customize what you receive alerts for – you can choose to receive alerts for changes to Documents, Notes, Tasks, and data in the Info tab. Additionally, you can give a Guest user access to a Work Item that they otherwise would not have access to by subscribing them to it here.

Download and Install Dragonfly Client – Mantis

The Dragonfly client, also known as Mantis, is a downloadable application that enables users to edit documents stored in Dragonfly from their desktop. When the Dragonfly client is installed, and a user opens a document in Dragonfly for editing, documents will automatically be uploaded back into Dragonfly upon saving and closing the document.

IT IS NECESSARY TO DOWNLOAD AND INSTALL THIS APPLICATION BEFORE USING DRAGONFLY.

To Download, click the Profile icon, then “Get Dragonfly Client”.

This will download a MantisSetup.msi file to your browser’s Downloads folder. Click on the file in your browser’s Downloads list and follow the on-screen instructions to install.

Note: The user must have administrator privileges on the computer to install it. Contact your IT administrator if you get a pop-up window that prohibits you from installing it. An administrator can log in and install it for you in seconds.

Working in Dragonfly

Now that you are all set up, let’s start working in Dragonfly. The following assumes Work Types and their metadata are already set up in your Dragonfly instance. If you do not see any work types, contact the Dragonfly administrator – or if you see the Settings menu item under “My Stuff”, then you can set up Work Types yourself. See the Implementation QuickStart documentation to set up Work Types.

Searching

In Dragonfly, there are a couple of ways to find information fast.

Macro Search

Enter any alphanumeric text in the Macro Search textbox and Dragonfly will list ANY record or document in the entire database that contains that reference.

For example, if you are looking for Quote #3457, you can enter “3457” and Dragonfly will list not only the Word quote document, but also the customer record associated with that quote.

If you are looking for “John Doe”, enter “John”, “Doe”, or “John Doe”. Dragonfly will return any record or document that contains the keyword(s) entered. Partial words will also work.

Click on the filter icon to do an Advanced Search. With an Advanced Search, you can enter very specific information to help you find the exact Work Item you are looking for.

Filtering Results

The Filter box is used to further filter the list of items that was already fetched from the Macro Search, or by clicking a Work Type in the left panel. Entering alphanumeric text here filters down the list of records that is already loaded into the center panel.

For example, if you click on the “Customer” Work Type in the left panel, and enter “JJ” into the Filter box, the list will only show Customers with the text “JJ” in their custom fields.

Note: Dragonfly not only searches for data in the database, but also the metadata associated with documents stored in Dragonfly. This helps eliminate wasted time finding documents.

Edit Work Item Info

Once a Work Item is selected, you can go to the Info tab to Edit the custom field information that was previously entered.

Note: Users can only see the buttons for actions they have Security access to. Security access can be set up in Settings > Work Type > Security.

To Edit, click the Work Item, then go to the Info tab. The Info tab displays all of the Work Item’s custom fields and the data in them.

If you have editing permission for this Work Type, the Edit button will be shown. Clicking this button will activate the custom fields, allowing you to change the data in them. When you have finished editing, click the Save button, and your changes will be saved to the Work Item.

Dragonfly Administrators can configure custom fields in the Settings module.

Adding Tasks

Click the “Add New Task” button and follow the on-screen inputs. On any work item that you have Task access to, you can assign a Task to yourself, or delegate it to another Dragonfly user.

Once a Task has been created for a Work Item, the “Tasks” tab will appear on the page. All Tasks associated with the Work Item can be tracked in this tab.

Duplicating Work Items

Click the “Copy Work Info” button to create a Duplicate work item. This is typically used when a new Project, Quote, or Order is to be created that is similar to an existing Work Item. The pop-up screen gives the option of copying the Tasks, Attachments, Notes, and Subscriptions to the new Work Item.

Power User Tip: Some companies set up default Work Items as templates, then when creating a new Work Item, select a template to automatically populate the new Work Item from the template. This saves time setting up new Work Item records by copying over default settings and file templates. This is great for Customer records and Projects.

Move Work as Workflow

Click Move Work as Workflow to move the current work item into the Workflow of another work item. Workflows can be defined in Settings by users with administrator permissions.

Examples of workflows would be to convert a lead to a customer, or a quote to an order.

Work Item File Attachments

Select a Work Item, then click the Attachments tab.

Attachments are documents such as Word, Excel, images, and URL links that apply to this Work Item. Default folder structure can be set up in Settings > Work Type > Default Folders. For example, if your company has a standard folder hierarchy for each Project, that can be set up in the Work Type Settings so each Project Work Item created automatically contains those folders. Of course, these folders can be removed, and additional folders can be added in each individual Work Item as needed.

To upload existing files into a folder, select the folder. Using Windows File Explorer, you can drag and drop files and folders to the selected folder or click to open Windows File Explorer and select files to copy them to the selected Dragonfly folder. For example, lets say you have a project folder on your file server with 5 sub-folders. You can select and drag all 5 sub-folders over to the Dragonfly folder and all the folders and files will be copied.

The benefit is that now the files can be more quickly accessed from the office, home, field, or phone by just searching for the project or customer name.

Adding URLs to a Work Item

Sometimes, more information about a Work Item is best accessed by adding a link to an external web page. For example, you could add a URL to a customer, vendor, or supplier’s website. To add a URL link to another web page, click on the Link icon and fill in the required information. When saved, the web page will open the link in a new browser tab.

Creating and Saving New Word, Excel, and Other Documents

Dragonfly enables you to create and save Word, Excel, and other documents directly from Dragonfly so you don’t have to create them on your desktop and manually upload them into Dragonfly. Better yet, Dragonfly lets you access global templates to save time creating documents from scratch.

To create a new document from a template, click Add From Template and a list of pre-configured templates will appear, if your administrator has set them up. To use a template, click on it and a window will open allowing you to change the file name and select a Category. Click “Save”, and the document will be opened for editing using Word, Excel, etc. depending upon the file extension.

Templates can be set up by a Dragonfly Administrator in the Settings > Document Setup > Templates.

Mantis Note: You will notice that files downloaded from Dragonfly will have a .mantis file extension attached to the file name. Example: filename.docx.mantis.

The .mantis file extension is added automatically by Dragonfly so that when a user opens, edits, saves, then exits out of a document, it automatically gets re-uploaded into Dragonfly.

Work Item Notes

Notes are used to document any important information for a Work Item. For example, a Note could be a summary of an email correspondence, notes from a customer phone call, or just internal notes shared with the team about that Work Item.

To add a Note, click the ‘+’ button, fill in the Note field, and press Save. You can copy/paste text from emails and other sources to this area.

Note: Guest Users are users who are external to the company such as vendors, consultants, or customers. If any guest users are subscribed to a Work Item, and the Notes checkbox is checked, the guest users will receive an email alerting them that a note has been added, and will be able to view the note. It’s a great way to share information for projects and service tickets.

Work Item Subscriptions

Subscriptions allow you to Subscribe to, and Unsubscribe from, a Work Item’s email alerts. You can subscribe other users as well to the work Item.

A good practice is to only subscribe users who are involved in participating in this Work Item record. All Users with access to the Work Type will be able to see the Work Item in the list, but only Subscribers will receive email alerts for it.

Default Subscription rules for the different Work Types can be set up by Dragonfly Administrators in Settings.

This is perfect for teams that collaborate, because it ensures that nobody misses out on any important updates.

In the “My Subscription” section, you can customize what you receive alerts for – you can choose to receive alerts for changes to Documents, Notes, Tasks, and data in the Info tab. Additionally, you can give a Guest user access to a Work Item that they otherwise would not have access to by subscribing them to it here. A Guest User is someone who is not a standard Dragonfly user, and has limited access to the Dragonfly instance.

Click the Unsubscribe button to stop receiving all alerts. Note that all users have the choice to unsubscribe to notifications regarding the Work Item.

File Cart

Think of the File Cart as a sandbox for files and documents that allows you to move, copy, and share the selected files. To open File Cart, click the File Cart button located at the upper right hand corner of the Dragonfly window.

To add a file to the File Cart, just check the checkbox next to the Dragonfly file you would like to add.

From the File Cart, you can Copy/Move the document(s) to another Work Item, or share them externally.

Adding Users to Dragonfly

Dragonfly’s value is enhancing the sharing of information with other users in your organization so that information can be found quickly and informed decisions and actions can be made.

Only Dragonfly Administrators can add new users to the system. Administrators will see a Settings menu item in the top left menu. Click Settings, then Users.

Note that you can group users into User Groups such as Sales, Project, Service, Admin. Do this so that security access settings can be configured by groups.

Customizing Dragonfly

Dragonfly is highly customizable to fit your business Work Types. If you are a Dragonfly Administrator, click the Settings menu item in the top left menu to get to the Settings module.

Using Dragonfly on Your Phone

Dragonfly functions on Apple and Android devices much like Windows computers, with one exception: Dragonfly Mobile will not open files automatically for editing. However, if you have Office 365 installed on your phone or tablet, you can open, edit, and save Word and Excel files, then easily upload the updated versions back into Dragonfly.

Search for “Dragonfly Mobile” in your App Store

The best way to use Dragonfly on-the-go is by downloading the Dragonfly Mobile app to your smartphone or tablet. You can download the Dragonfly app in the Apple App Store or Android Play Store.

The Dragonfly Mobile app is the best way to use Dragonfly on your mobile device or tablet, but you can still access the site through your browser.

Using Dragonfly In-Browser

For best viewing on a smartphone, hold the phone sideways to see the entire screen more clearly.

In your browser search bar, go to www.wedragonfly.com and login.

Once you are logged in, you can navigate your Work Items as usual.

You can open files and templates if you have Office365 or another Word/Excel editor. The file will download, then open in your editor.

To save the edited file back into Dragonfly, click the “Upload File” button and select the file.