Phone App
Organizations using Prime 16 (Hosted) can utilize an optional Phone App service. This service will allow your staff to add time and calendar entries using an Android or Apple phone. They can also view those entries using the same app.
Service Description
Users of Prime 16 Hosted have the ability to subscribe to the new Phone App service. The cost for this service is determined based upon the number of users of the Phone App system. The service is billed for a one year period. Services cease upon lapse of the subscription. Users of the system have the ability to update the App on their phone as new features are released. Please contact us for more information.
Administrative Setup
A Prime Administrator must make some minor changes to Prime.
Organization Identifier
The Organization Identifier is used by the Phone App to know which organization it is attempting to connect. The Identifier will be provided by Kemp's Case Works upon setup of your Phone App service. Except in the event of a major emergency, it will not change.
URL Password
The URL Password is the first step in allowing your users to access the Phone App system. The URL Password is used to ensure someone using the Phone App should be connecting to your Organization's service. If the URL password entered in the Phone App does not match the one entered in Prime, the Phone App will not be able to connect. Additionally, should you decide to immediately cut off access to ALL staff, you can change the URL Password. Of course, you would then need to provide the new URL Password to users. You could also revert the Password to the original setting. This is a security feature offered to allow you immediate and complete control over all users of your Phone App service. Be aware the URL Password IS CASE SENSITIVE in the Phone App.
You can set and change the URL Password from within the Administration system: Admin-->Custom Admin-->Phone App Url Password (or Authorization).
Staff Passwords
A staff person must be marked as a current employee in the staff member entry. Additionally, for each staff person, you must enter a password in their staff profile within Prime. Many organizations use the initials for passwords. Since this service allows the addition and viewing of data from within a Phone App, a different level of security was deemed necessary beyond using initials. We would suggest the password entered be sufficiently complex to meet your organizations requirements. We would suggest at least 8 characters, with a mixture of numbers, letters (upper- and lower-case), and symbols. Should you decide to immediately cut off access to a staff member, you can change the Staff Password. Keep in mind the password will replace their password in the Prime system as well--so they will use it on the staff sign in page in Prime as well as in the Phone App. Be aware that the Staff Password IS CASE SENSITIVE in the Phone App.
You can set and change Staff Passwords from within the Administration system: Admin-->Staff Settings-->Staff Roles. Choose a staff person on the left and enter a password in the "Password" field in the right. Make sure to click "Save Changes" before choosing another staff person or closing the form.
App Installation and Setup
Users have a few items they must do to set up and use their App. Please keep in mind that not every version of iPhone/iPad or Android is supported.
Install Phone App
iPhone
iPhone users should open the App Store and search for Kemp's Prime Phone Application. Find the App and download and install it. Once installed, open the app. It may prompt you with "Set the Proper URL to use the Services.' If it does, click Ok and enter the organization name and URL Password provided by your organization's administrator.
Android
Android users should open Google Play and search for Kemp's Prime Phone Application. Find the App and download and install it. Once installed, open the app. It may prompt you needing the organization and URL Password. If it does, enter the organization name and URL Password provided by your organization's administrator.
URL Password Changes
If your organization's administrator notifies you of a change to the URL Password, go to the logon page and click the gear icon in the top right of the screen. Enter the organization name and password.
App Use
Note: Images here are from an iPhone device. Some minor differences may be seen between the iPhone and Android screens.
Organization Name and URL Password Entry
Upon initial startup you may be prompted to enter the Organization Name and URL Password. Remember the URL Password is case sensitive.
Dismissing the prompt will take you to the Organization Name and URL Password entry page in the application.
Alternatively, if your organization's administrator notifies you of a change to the URL Password you may need to modify this information. You can access the Organization Name and URL Password entry page by clicking the gear icon in the top right corner of the staff username and password page.
This is the Organization Name and URL Password page:
Staff Username (number) and Password
Enter your staff number and password on the main screen. Remember the password is case sensitive. Press LOGIN.
Main Menu
This menu has been updated with new features in Version 3.1
The Main Menu gives you the option to:
- Log out -- using the button in the top right
- Client Info (new in Version 3.1)
- Add Calendar
- View Calendar
- Add Time
- View Time
- Add Notes (new in Version 3.1)
- View Notes (new in Version 3.1)
- Send IM (new in Version 3.1)
- View IM (new in Version 3.1)
Client Information
Choose a client case number by pressing on the choose a case number box and using the pop up case selector. The name of the client, address, and telephone numbers (that are marked as safe) are shown. Telephone numbers not marked as safe are shown as "Not Safe" to protect the client.
Add Calendar
Choose the date, starting and ending time. Enter a subject. You can also choose from one of your currently open staff cases. Press submit to save your entry.
The staff case selector appears when you click on case number:
View Calendar
Choose a date to view calendar entries for that day:
Add Time
Enter the date, number of hours, and a note. In the case number field, choose an open case, support, or matter. Also select the funds and office number for the time entry. Finally, select an activity. The activity must match the case number. So, if you entered Support Activity (Sup. Activity) in the case number, your activity must start with an 'S'. If Matter is the case number, your activity must start with a 'M'. If an actual case, the activity must be an 'A' or 'B'. Press Submit to save your entry.
View Time
Choose a date at the top to show time entries for that day:
Add Case Note
Added to version 3.1 of the phone app
Choose the case number and type of note by using the selector. The selector appears when you press on the field. Then enter the case note. Press the submit button at the bottom to enter the note.
View Case Note
Added to version 3.1 of the phone app
You can view the last 10 case notes entered in a case. Press the "Choose the case" box to get a case selector. You can also switch between seeing only your case entries or everyone's case entries. Again, the cases shown are only the last 10 entered.
If you want to see the full case note entry of a particular item, merely select it.
Add (Send) Internal Messages
Added to version 3.1 of the phone app
Choose the person or persons to be in the "To" group. Do this using the selector which pops up when you click on the To item. Do the same thing for the "CC" group by click on that item and using the pop up selector.
Enter a subject in the subject line. Then choose a case, if the internal message is related to a case. Finally, enter the message. Press the submit button at the bottom to send the message.
View Internal Messages
Added to version 3.1 of the phone app
You can view your internal messages. The page defaults to showing you unread messages. You can change that using the selector.
To see the entire message, choose the message.
You can move messages to the "Old" folder by choosing the "To Old" button. These messages will not be shown in the phone app. You can also reply to a message by choosing the "Reply" button and entering your reply message.
